Privacy Policy - Cleaners Stockwell

This Privacy Policy explains how Cleaners Stockwell collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Stockwell area. It applies to all Cleaners Stockwell customers in the area, including current, former, and prospective customers who request quotations, make bookings, receive services, or communicate with us in connection with our cleaning services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains the categories of information we process, the legal bases on which we rely, how long we keep information, the types of third parties we may use as processors, and the rights available to individuals.

1. Information We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The data we may collect includes:

Identity details: name, title, and, where relevant, business name.
Contact details: address, email address, telephone number, and service location.
Service information: booking details, cleaning preferences, property access instructions, frequency of service, and special requests.
Payment information: limited payment details needed to process transactions, issue invoices, or record payments.
Communication records: emails, messages, call notes, complaint records, and feedback.
Technical information: basic device and usage information where you interact with digital forms or messages, if applicable.
Security and access information: entry instructions, alarm codes, key-holding notes, or similar information only where required to provide the service safely and securely.

We do not knowingly collect more information than is needed. If any optional data is requested, we will explain why it is being collected at the point of collection.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations, arrange bookings, and deliver cleaning services;
to communicate about appointments, changes, or service updates;
to process payments, issue receipts, and maintain financial records;
to manage customer accounts, preferences, and service instructions;
to respond to enquiries, complaints, and feedback;
to maintain security, protect property, and support access arrangements;
to meet legal, accounting, tax, and insurance obligations;
to improve our services, training, and internal operations;
to defend or establish legal claims where necessary.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, we notify you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. We rely on the following bases:

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes providing quotes, scheduling services, completing bookings, carrying out cleaning work, and managing payment arrangements.

Legal Obligation

We may process data to comply with legal and regulatory obligations, including tax, accounting, consumer protection, insurance, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests do not override your rights and freedoms. Examples include service administration, improving quality, responding to complaints, preventing fraud, securing property access arrangements, and maintaining internal records.

Consent

In limited cases, we may rely on consent, for example for optional communications or certain non-essential activities. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

Vital Interests and Legal Claims

In exceptional circumstances, data may be processed where necessary to protect someone’s vital interests or to establish, exercise, or defend legal claims.

4. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act either as processors or independent controllers depending on the service they provide. We only share the information necessary for the relevant purpose and require appropriate safeguards.

Examples of Processors

Payment processors: used to handle card payments and payment verification.
Accounting providers: used for invoicing, bookkeeping, tax preparation, and financial reporting.
IT and cloud service providers: used to store secure records, emails, and business systems.
Communication providers: used for sending service updates, reminders, and administrative messages.
Scheduling or booking tools: used to organise appointments and service operations.
Professional advisers: including legal, insurance, or auditing advisers where necessary.

Where processors handle data on our behalf, they are required to keep it secure, use it only under our instructions, and comply with data protection obligations. We do not sell personal data.

We may also disclose information if required by law, to public authorities, or to protect our rights, customers, staff, or property. Any such disclosure will be limited to what is necessary.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, tax, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records: kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and accounting records: retained for the period required by tax and accounting laws.
Complaint and communication records: retained as needed to resolve disputes, monitor service quality, and maintain business records.
Security-related access notes: kept only for as long as needed to provide services safely and may be removed once no longer required.

When data is no longer required, we will securely delete, anonymise, or destroy it. If deletion is not immediately possible for technical or legal reasons, we will restrict access and ensure it is used only for permitted purposes.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis.

While we work to protect your data, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant supervisory authority and affected individuals where appropriate.

7. Your Rights

Individuals whose data we process have rights under data protection law. These rights may apply depending on the circumstances and legal basis for processing. They include:

Right of access: to request confirmation of whether we process your data and obtain a copy.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of data in certain situations.
Right to restriction: to ask us to limit processing in certain circumstances.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly. Exercising your rights will not usually affect the services we provide, although some requests may limit our ability to deliver certain services or meet legal obligations.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household service and is necessary for service delivery or safety. If we become aware that we have collected data from a child without a lawful basis, we will take steps to delete it promptly.

9. International Transfers

Where personal data is stored or processed by a third-party provider outside the United Kingdom, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply to all relevant processing activities. We encourage customers to review this policy periodically to stay informed about how their data is protected.

11. Summary of Our Commitment

Cleaners Stockwell is committed to processing personal data responsibly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, limit access to trusted processors, retain it only as long as necessary, and respect the rights of every customer in the Stockwell area. Our approach is designed to protect privacy while ensuring reliable, professional cleaning services.