Privacy Policy - Cleaners NW6

Cleaners NW6 is committed to protecting the privacy and personal data of every customer in the NW6 area. This Privacy Policy explains how we collect, use, share, store, and protect personal information when we provide cleaning services to households, landlords, tenants, and businesses within the NW6 area. It also explains the rights available to individuals under the UK GDPR and the Data Protection Act 2018.

This policy applies to all Cleaners NW6 customers in the area, including any person who books, receives, manages, or pays for our services. By using our services, you should understand how your information is handled and what choices you have regarding your personal data.

1. Information We Collect

We only collect personal data that is necessary to deliver our services, manage our relationship with you, and meet legal or operational requirements. The types of information we may collect include:

Identity details: name, title, and any business name if applicable.
Contact details: address in NW6 or surrounding service areas, email address, and telephone number.
Service details: cleaning preferences, property access notes, appointment history, service requests, and instructions relating to the job.
Payment information: billing records, payment status, and limited transaction details. We do not keep card details unless securely handled by a payment provider.
Communication records: messages, enquiries, complaints, feedback, and notes made during customer support interactions.
Technical information: website or device data if you interact with our online systems, such as basic logs, browser type, and usage information.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it or it is otherwise permitted by law. For example, if you choose to share information about allergies, health concerns, or access requirements, we may retain it only to provide a safe and suitable service.

2. How We Use Your Data

We use personal data only for legitimate service-related purposes. This may include:

setting up and managing cleaning appointments;
delivering cleaning services at your property;
communicating about bookings, changes, and updates;
issuing invoices, recording payments, and managing accounts;
handling complaints, service issues, or customer support requests;
maintaining internal records and service quality;
meeting legal, tax, insurance, and regulatory obligations;
protecting against fraud, misuse, or unauthorised access;
improving our services, systems, and customer experience.

We do not sell personal data. We also do not use personal information for unrelated purposes that would be incompatible with the reason it was collected.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. Cleaners NW6 relies on the following lawful bases where applicable:

Contract

We process personal data when it is necessary to perform our contract with you or to take steps at your request before entering into a contract. This includes managing bookings, arranging access, and completing cleaning services.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include service administration, quality control, responding to complaints, fraud prevention, and maintaining operational records.

Legal Obligation

Some data must be kept or used to comply with legal obligations, such as accounting, tax, insurance, or lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide certain optional information or agree to specific communications. You can withdraw consent at any time if consent is the basis for processing, without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties when necessary for service delivery, administration, or compliance. These third parties act as processors or independent data controllers depending on the situation.

Examples of processors and service providers may include:

payment processors for handling customer transactions securely;
booking and scheduling systems used to organise appointments;
IT and cloud service providers that store or support our systems;
accounting or bookkeeping providers assisting with records and tax compliance;
customer communication tools used for service messages and record keeping;
professional advisers such as insurers, accountants, or legal advisers where necessary.

All processors are required to protect your data and only act on our instructions where appropriate. We aim to use suppliers that provide suitable technical and organisational safeguards. We may also disclose information if required by law, court order, or a public authority with proper legal grounds.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the nature of the data and the reason we hold it.

Customer and service records: retained for the duration of the relationship and for a reasonable period afterwards to manage follow-up queries or disputes.
Financial and tax records: kept for the period required by applicable law and accounting rules.
Communication records: retained as needed to resolve issues, improve service, or maintain business records.
Consent-based records: kept until consent is withdrawn or the information is no longer required.

When data is no longer needed, we will delete, anonymise, or securely destroy it. Retention is always limited to what is necessary and proportionate.

6. Data Security

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

Although no system can be guaranteed to be completely secure, we work to reduce risk and handle information responsibly. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with legal requirements.

7. Your Rights Under GDPR

Individuals whose data we process may have the following rights, subject to legal limitations:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to request deletion of data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in some situations.
Right to object: to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent: where consent is used as the lawful basis.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are unhappy with how your data has been handled. We encourage you to raise concerns so that we can address them fairly and promptly.

8. Children’s Data

Our services are intended for adult customers and property occupants. We do not knowingly collect personal data from children unless it is incidental and necessary for service delivery, such as access arrangements in a family home. If we become aware that we have collected children’s data inappropriately, we will take reasonable steps to delete it.

9. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, guidance, or our business practices. Any revised version will apply from the date it is made available. We encourage customers in NW6 to review this policy periodically to stay informed about how personal data is managed.

10. Summary of Our Commitments

Cleaners NW6 will only collect data that is necessary, use it for clear and lawful purposes, keep it secure, and retain it for no longer than required. We rely on appropriate lawful bases, use trusted processors where needed, and respect your rights under data protection law. Most importantly, this policy applies to all Cleaners NW6 customers in the area, ensuring a consistent and GDPR-compliant approach to privacy across our cleaning services.