Privacy Policy - Cleaners SW1

This Privacy Policy explains how Cleaners SW1 collects, uses, stores, shares, and protects personal data for all customers in the SW1 area. It applies to every customer, whether services are booked once, arranged regularly, or requested on behalf of a home, office, or managed property within the area. We are committed to handling personal information in a fair, transparent, and secure way, in line with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed for the purposes described in this policy. We only process information that is necessary, relevant, and limited to what is required for delivering cleaning services, managing customer relationships, meeting legal obligations, and improving our operations.

1. Who this policy applies to

This policy applies to all Cleaners SW1 customers in area, including individual household clients, tenancy-related clients, commercial clients, and anyone who provides personal data to arrange or receive our services. It also applies where a customer supplies details about another person, such as a landlord, tenant, building manager, concierge, or property representative.

We may update this policy from time to time to reflect legal, operational, or security changes. Any updated version will continue to apply to all customers in area from the time it is issued.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity details such as your name, title, and any preferred form of address.
Contact details such as email address, telephone number, and service address.
Booking and service details such as requested cleaning type, appointment times, access notes, special instructions, and service history.
Payment and transaction information such as billing records, payment status, invoice details, and related accounting information.
Communication records such as emails, messages, notes from calls, and complaints or feedback.
Property and access information such as entry instructions, parking notes, alarm codes where necessary, and relevant site details.
Technical data where applicable, such as device or browser information if you interact with us through digital systems used for administration.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific purpose, such as accommodating an access need or health-related instruction. Where special category data is involved, we apply additional safeguards and only process it when lawful to do so.

3. How we use your data

We use personal data for the following purposes:

to arrange and deliver cleaning services;
to confirm bookings and manage appointments;
to communicate about service updates, access requirements, or changes;
to process invoices, payments, refunds, and account administration;
to respond to questions, complaints, and service issues;
to maintain internal records and improve service quality;
to protect our business, staff, and customers;
to comply with legal, tax, accounting, and regulatory obligations.

We only use personal information where there is a valid reason to do so. We do not sell personal data, and we do not use it for unrelated purposes without a lawful basis.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, Cleaners SW1 relies on the following bases:

Contract

We process data when it is necessary to enter into or perform a contract with you, such as setting up a cleaning appointment, delivering the service, or managing payment.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service quality control, record keeping, fraud prevention, and handling internal administration.

Legal obligation

We may keep and process data where required by law, including tax records, accounting requirements, insurance-related matters, and compliance with lawful requests from authorities.

Consent

Where we rely on consent, we will ask for it clearly and you can withdraw it at any time. Consent is used only where no other lawful basis is more appropriate.

Vital interests

In rare cases, we may process information to protect someone’s life or physical safety, for example if an urgent situation arises during a service visit.

5. Retention of personal data

We keep personal data only for as long as necessary for the purpose it was collected for, and no longer than required by law. Retention periods depend on the type of data and the reason for processing.

Booking and service records are usually retained for a reasonable period to manage customer history and disputes.
Financial and invoicing records are kept for the period required by tax and accounting laws.
Correspondence and complaint records may be stored for a period necessary to resolve issues and demonstrate how we handled them.
Access notes and operational instructions are retained only while relevant to an active service relationship and removed when no longer needed.

When data is no longer needed, we will delete, anonymise, or securely archive it where appropriate. Retention periods may vary depending on legal obligations and legitimate business needs.

6. Processors and data sharing

We may share personal data with trusted third-party processors who help us operate our business and deliver services. These processors may include:

payment service providers;
accounting and bookkeeping providers;
IT and data storage providers;
customer administration or scheduling systems;
professional advisers, such as lawyers or insurers, where necessary;
subcontractors or cleaning personnel involved in fulfilling your booking, where relevant and only on a need-to-know basis.

All processors are required to handle personal data securely, use it only for authorised purposes, and apply appropriate confidentiality and data protection measures. We may also disclose data where required by law, court order, or official request.

We do not allow processors to use your data for their own independent purposes.

7. International transfers

Where a processor or system is located outside the United Kingdom, we will take reasonable steps to ensure that your personal data is protected with appropriate safeguards. These may include approved contractual protections or other recognised transfer mechanisms.

8. Your rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits and exemptions, these rights include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you may ask us to limit processing in specific situations.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data rights have not been respected. We encourage you to contact us first so we can try to resolve any issue promptly.

9. Data security

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

Although no system is completely risk-free, we take data protection seriously and review our safeguards regularly.

10. Children’s data

Our services are intended for adults arranging cleaning services. We do not knowingly collect personal data directly from children. If children’s information appears in service notes by necessity, it will be processed only as needed to provide the service and handled with care.

11. Changes to this policy

We may revise this Privacy Policy when necessary to reflect changes in law, business practices, or service arrangements. The updated version will explain how we collect and use data at the time it applies. We recommend reviewing it periodically so you remain informed about how your information is handled.

12. Summary of our commitment

Cleaners SW1 is committed to lawful, fair, and transparent data processing for all customers in area. We collect only what we need, use it for clear and legitimate purposes, retain it for appropriate periods, share it only with trusted processors when necessary, and respect the rights of every individual whose data we handle. Our aim is to provide a reliable service while protecting privacy at every stage.