Privacy Policy - Cleaner Hounslow

This Privacy Policy explains how Cleaner Hounslow collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Hounslow customers in the area, including current, former, and prospective customers who request cleaning services, receive quotations, or interact with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect data that is necessary to provide and manage our cleaning services, maintain business records, and meet our legal obligations. The types of information we may collect include:

Identity details, such as your name or business name.
Contact details, such as your address, email address, and telephone number.
Service details, such as your cleaning preferences, property access instructions, appointment history, and service notes.
Payment and billing information, such as transaction records, invoices, and payment status.
Communication records, including messages, queries, complaints, and feedback.
Technical information if you interact with us electronically, such as basic device or usage data needed to maintain security and service quality.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service reason. If such data is ever processed, it will be handled with additional safeguards and only where legally permitted.

2. How We Use Your Data

We use personal data to operate our services and to support a professional customer relationship. The purposes for which we may use your data include:

Providing quotations and arranging cleaning appointments.
Delivering cleaning services at your property or premises.
Managing bookings, scheduling, and service changes.
Processing payments, issuing invoices, and maintaining financial records.
Responding to questions, feedback, or complaints.
Improving our services, internal procedures, and customer experience.
Meeting legal, regulatory, tax, and accounting obligations.
Protecting our business, staff, customers, and assets from fraud or misuse.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Cleaner Hounslow relies on the following lawful bases, depending on the type of information and the activity involved:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging services, managing appointments, and completing agreed cleaning work.

Legal Obligation

We process certain data where we are required to comply with the law, such as keeping financial and tax records, or responding to lawful requests from public authorities.

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 managing service quality, protecting against fraud, maintaining internal records, and improving business operations.

Consent

In limited cases, we may rely on your consent, especially where it is required for specific optional communications or uses of data. Where consent is used, you have the right to withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where it is necessary to deliver our services or meet legal obligations. When we use another organisation to process data on our behalf, that organisation acts as a processor. We ensure processors only handle data according to our instructions and are subject to appropriate confidentiality and security obligations.

Examples of processors or service providers may include:

Payment processing providers.
Booking or scheduling software providers.
Accounting and invoicing services.
IT, cloud storage, and data security providers.
Professional advisers, such as accountants or legal advisers, where necessary.

We may also disclose personal data where required by law, court order, or lawful request from a regulator or authority. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the nature of the data and the reason it is held.

In general:

Customer and service records are kept for the duration of the working relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaint and correspondence records are kept long enough to resolve issues and maintain accurate business records.
Where data is no longer required, it is securely deleted, anonymised, or archived in line with our retention procedures.

We regularly review the information we hold to ensure it is not retained for longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal processes.

While no system can be guaranteed to be completely secure, we work to reduce risk and respond promptly to any suspected data incident. If a data breach occurs and there is a risk to your rights and freedoms, we will act in accordance with applicable legal requirements.

7. Your Rights

As a customer, you have rights over your personal data. These rights may be limited in some circumstances, but we will always explain our position if that happens. Your rights include:

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

You also have the right to raise a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally included in service-related communications and only where necessary and lawful. If we become aware that we have collected child data without proper basis, we will take appropriate steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated to customers. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

10. Summary of Our Commitment

Cleaner Hounslow is committed to processing personal data responsibly, securely, and only when there is a lawful reason to do so. We collect only the information needed to provide cleaning services, manage business operations, and comply with legal obligations. We use trusted processors where necessary, keep data only for appropriate periods, and respect the rights of all Cleaner Hounslow customers in the area. Our approach is based on lawfulness, transparency, minimisation, and accountability.