Privacy Policy - Deep Cleaning Wandsworth

This Privacy Policy explains how Deep Cleaning Wandsworth collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Wandsworth customers in the area, including prospective customers, existing customers, and anyone who communicates with us in relation to our cleaning services.

We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of information we collect, why we use it, the lawful bases we rely on, how long we keep it, who may process it on our behalf, and the rights available to individuals.

1. Information We Collect

We only collect personal data that is necessary for providing, managing, and improving our services. Depending on the nature of your enquiry or booking, we may collect the following categories of information:

Identity information, such as your name and title.
Contact information, such as your email address, telephone number, and property address.
Booking and service details, including service type, date, time, access requirements, and cleaning preferences.
Billing and payment information, where required for invoicing or payment processing.
Communication records, including messages, complaint details, feedback, and service-related correspondence.
Technical data, such as basic information from website or device use if you interact with digital systems used for enquiries or bookings.
Consent records, where we need to keep evidence of your permissions or preferences.

We do not intentionally collect special category data unless you choose to provide it to us and it is relevant to the service, such as information about allergies, medical sensitivities, or access needs. Where such information is provided, we will only process it when permitted by law and when necessary to meet your requirements safely.

2. How We Use Personal Data

We use personal data for specific and limited purposes. These include:

responding to enquiries and providing quotations;
managing bookings and delivering cleaning services;
issuing invoices, processing payments, and maintaining financial records;
communicating updates, changes, or service-related information;
handling complaints, disputes, or customer support requests;
maintaining internal records and service quality;
meeting legal, accounting, and insurance obligations;
preventing fraud and protecting our business, staff, and customers.

We will only use personal information in ways that are compatible with the purposes for which it was collected. If we need to use data for a new purpose, we will assess whether that purpose is compatible or whether additional permission or notice is required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Deep Cleaning Wandsworth relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, carrying out cleaning work, and managing related billing or customer support.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving service quality, keeping internal records, managing customer relationships, preventing misuse, and protecting against fraud or misuse of our systems.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, such as tax rules, accounting requirements, health and safety responsibilities, or lawful requests from authorities.

Consent

In limited situations, we rely on your consent, for example where we need permission to process optional information or send certain non-essential communications. When consent is used, you may withdraw it at any time.

Vital Interests and Public Interest

These bases are unlikely to apply in most cases, but if necessary we may process data to protect someone’s vital interests or to comply with a task carried out in the public interest under applicable law.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, and to comply with legal, accounting, or reporting obligations. Retention periods vary depending on the type of information and the reason it is held.

Customer and booking records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law and standard accounting practice.
Complaint or dispute records may be kept longer where needed to resolve issues or defend legal claims.
Consent and communication records are retained while relevant and reviewed periodically.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

5. Processors and Data Sharing

We may share personal data with carefully selected third parties who act as data processors or independent controllers, depending on the service they provide. These parties are only permitted to process data on our instructions or where they have their own lawful basis.

Processors may include:

payment service providers used to process transactions securely;
accounting or bookkeeping providers who assist with financial administration;
IT, cloud storage, and software providers who support our business systems;
customer communication tools used to manage enquiries and service messages;
professional advisers, such as insurers, legal advisers, or auditors, where necessary;
public authorities or law enforcement bodies where required by law.

We take reasonable steps to ensure that any processor handling personal data implements appropriate technical and organisational measures to protect it. We do not sell personal data.

6. International Transfers

If any service provider stores or processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information to a standard consistent with UK data protection law.

7. Data Security

We use appropriate security measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. Such measures may include access controls, password protection, secure systems, staff confidentiality obligations, and periodic review of data-handling practices.

Although we work hard to protect information, no method of transmission or storage is completely secure. However, we will respond promptly and appropriately to any suspected personal data breach and, where required, notify the relevant authority and affected individuals.

8. Your Rights

Individuals whose personal data we process have rights under data protection law. These rights may apply in full or in part depending on the circumstances and legal exemptions. Your rights include:

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 data.
Right to erasure – to request deletion of your data in certain situations.
Right to restrict processing – to ask us to limit how we use your data in specific cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request your 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.

We may need to verify your identity before responding to a request. We aim to respond within the time limits set by law and will let you know if an extension is needed because of the complexity or number of requests.

9. Children’s Data

Our services are intended for adults responsible for arranging cleaning services. We do not knowingly collect personal data from children unless it is unavoidably included in service-related communications and is necessary for the provision of our services. If we become aware that we have collected data inappropriately, we will take steps to remove it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data-handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Contact and Complaints

This policy is intended to give clear information about how personal data is handled by Deep Cleaning Wandsworth. If you have concerns about the way your data has been processed, you have the right to raise the matter with the relevant supervisory authority in the UK. You also have the right to seek clarification about how your information is used, stored, and protected under this policy.

By using our services, making an enquiry, or providing personal data to us, you acknowledge that you have read and understood this Privacy Policy.