Privacy Policy - Cleaners Nw6

This Privacy Policy explains how Cleaners Nw6 collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Nw6 customers in area, including prospective customers, current customers, and anyone who enquires about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Privacy is important to us. We only collect the information we need to provide our services properly, manage customer relationships, process payments, and meet our legal obligations. This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

1. Data We Collect

We may collect and process different types of personal data depending on how you interact with us and the services you request. The categories of data may include:

• Identity information such as your name, title, and, where relevant, business name.
• Contact information such as address, email address, phone number, and service location details.
• Service information relating to the cleaning services you request, preferences, instructions, appointment details, and service history.
• Payment information such as payment status, billing records, and transaction references. We do not normally store full card details if payments are handled by a payment provider.
• Communication records including emails, messages, call notes, complaints, feedback, and records of any customer support interactions.
• Technical information where relevant, such as device or browser information if you contact us through digital systems that record basic usage logs.
• Special category data only where strictly necessary and only if you choose to provide it. For example, access instructions may incidentally reveal health or security needs. Such information is handled carefully and only when needed to deliver the service safely.

We generally collect data directly from you when you request a quote, make a booking, communicate with us, or otherwise use our services. In some cases, we may also receive information from third parties such as a property manager, landlord, tenant, or a person making a booking on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations, manage bookings, and deliver cleaning services;
• to communicate with you before, during, and after the service;
• to record service preferences, instructions, and complaints;
• to process invoices, payments, refunds, and account administration;
• to maintain accurate business records;
• to improve service quality, customer experience, and internal operations;
• to comply with legal, tax, accounting, and regulatory obligations;
• to resolve disputes, defend legal claims, and prevent fraud or misuse;
• to contact you for service-related updates where necessary.

We will only use your data for a new purpose if that purpose is compatible with the original reason for collection or if we obtain appropriate consent where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, Cleaners Nw6 may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging and delivering cleaning services, managing bookings, and handling payments.

Legal Obligation

We may process data when needed to comply with legal obligations, including tax, accounting, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving services, maintaining secure operations, preventing misuse, managing business administration, and keeping internal records.

Consent

In limited cases, we may rely on your consent, for example where the law requires consent for certain types of marketing or optional communications. If we rely on consent, you have the right to withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate. Where we process any special category data, we will only do so if an additional condition under data protection law is met.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, accounting, and operational requirements. Retention periods depend on the type of data and the reason for holding it.

• Customer service and booking records are generally kept for a reasonable period after the service is completed so we can manage follow-up queries, complaints, and future bookings.
• Financial and tax records may be retained for the period required by law.
• Communication records may be retained for a period needed to resolve disputes, maintain service history, or demonstrate compliance.
• Marketing preferences are kept until you tell us to stop using your information for that purpose or until they are no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or dispose of it in a safe manner. Where data has been anonymised so that it can no longer identify you, it is no longer treated as personal data.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These organisations only process data under our instructions and are required to protect it appropriately. Examples may include:

• IT and cloud service providers that support our business systems, data storage, and secure communications;
• payment service providers that handle card or online transactions;
• accounting or bookkeeping providers that assist with financial records and compliance;
• customer communication tools used to manage bookings, reminders, or service updates;
• professional advisers such as legal, tax, or insurance advisers where needed;
• subcontractors or operational partners who assist in delivering services, if required.

We may also disclose personal data where we are legally required to do so, or where it is necessary to protect our rights, prevent fraud, or respond to a dispute. We do not sell your personal data.

Where processors handle personal data on our behalf, we take steps to ensure there are appropriate contractual and security safeguards in place. Only the minimum necessary data is shared for the relevant purpose.

6. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of data within the business. Although no system can be completely secure, we work to reduce risks and handle data responsibly.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal conditions or exemptions. Your rights include:

• The right to be informed about how your data is used, which is the purpose of this policy.
• The right of access to obtain a copy of the personal data we hold about you.
• The right to rectification if any of your information is inaccurate or incomplete.
• The right to erasure in certain circumstances, sometimes called the right to be forgotten.
• The right to restrict processing in certain situations.
• The right to data portability for data you have provided to us, where applicable.
• The right to object to processing based on legitimate interests or direct marketing.
• Rights related to automated decision-making where such processing applies, though we do not generally rely on automated decisions that produce legal or similarly significant effects.

If you want to exercise any of these rights, you should make a request in a clear way and provide enough information for us to identify your data. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data protection practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically so you remain informed about how your data is handled.

9. Summary of Our Commitment

Cleaners Nw6 is committed to processing personal data lawfully, securely, and transparently. We collect only the data needed to deliver our services, rely on appropriate lawful bases, keep data only as long as necessary, and use trusted processors under contract. We also respect your rights and aim to handle all requests fairly and promptly. This policy applies to all Cleaners Nw6 customers in area.