Privacy Policy - Cleaner Chiswick

Cleaner Chiswick is committed to protecting the privacy and personal data of all customers in the Chiswick area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our cleaning services. It applies to all Cleaner Chiswick customers in the area, including current, past, and prospective customers, and to anyone who contacts us about our services.

1. Who We Are

For the purposes of data protection law, Cleaner Chiswick acts as the data controller in relation to the personal data we process about you. This means we decide why and how your personal data is used. We are responsible for ensuring that your information is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage our relationship with you, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information including the type of cleaning requested, service frequency, preferred dates, and instructions.
Billing and payment information such as invoice records, payment status, and transaction references.
Communication records including messages, feedback, complaints, and service notes.
Property access details where necessary to complete services safely and securely.
Technical data such as basic website or device information if you contact us through digital means, where applicable.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily or a legal basis applies. If such data is ever collected, it will be handled with additional care and only where permitted by law.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide cleaning services and manage bookings.
To communicate with you about appointments, changes, or service updates.
To process payments and maintain financial records.
To respond to enquiries, complaints, or service issues.
To improve the quality, safety, and efficiency of our services.
To comply with legal, tax, and accounting obligations.
To prevent fraud, misuse, or unlawful activity.

We will only use your data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose or where the law allows us to do so.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, Cleaner Chiswick relies on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, invoicing, and managing service arrangements.

Legal obligation

We may process data to comply with legal requirements, including tax, accounting, record-keeping, and other regulatory duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include maintaining service records, improving operations, handling customer support, and protecting against misuse.

Consent

In some cases, we may rely on your consent, for example for certain optional communications or where specific data processing is not covered by another lawful basis. Where consent is used, you can withdraw it at any time.

5. Sharing Your Data with Processors

We may share personal data with trusted third-party processors who help us operate our business and deliver services. These processors only act on our instructions and must protect your data under written contractual obligations. Examples may include:

Payment service providers who process transactions.
Accounting or bookkeeping providers who support financial administration.
Scheduling or booking tools used to organise appointments.
IT and cloud service providers that store or secure data.
Communication providers that help us send service-related messages.

We do not sell your personal data. We may also share data with independent controllers where required by law, such as tax authorities or other public bodies. If our business is reorganised, sold, or merged, data may be transferred as part of that process, subject to appropriate safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy and to meet legal requirements. Retention periods depend on the nature of the data and our relationship with you.

Customer service records are retained for as long as needed to manage the relationship and resolve disputes.
Financial and invoice records are kept for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to handle follow-up matters or complaints.
Consent records may be kept to demonstrate compliance with data protection requirements.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and careful management of records. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to any suspected incident.

8. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. These rights are subject to certain legal conditions and exceptions. You may be entitled to:

Access your personal data and receive a copy of the information we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data, in some circumstances.
Restriction of processing, where applicable.
Object to processing based on legitimate interests or direct marketing.
Data portability in relation to certain information you have provided to us.
Withdraw consent at any time where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

9. Children’s Data

Our services are aimed at adults and household customers. We do not knowingly collect personal data from children unless it is necessary for service delivery and handled lawfully. If we become aware that we have collected data inappropriately, we will take steps to delete it or obtain proper authorisation where required.

10. International Transfers

In most cases, your data will be stored and processed within the UK. If any processor or service provider transfers data outside the UK, we will ensure appropriate safeguards are in place so that your personal data remains protected to a standard required by law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Your Relationship with Us

This Privacy Policy is intended to give you clear information about how Cleaner Chiswick processes personal data in connection with cleaning services in the Chiswick area. We aim to be transparent, lawful, and respectful in our use of your information. If you use our services, make an enquiry, or otherwise provide us with personal data, you can expect it to be handled in line with the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.

Cleaner Chiswick values privacy and works to ensure that your personal data is used only where necessary, retained only for as long as needed, and protected with appropriate safeguards. By continuing to use our services in the Chiswick area, you acknowledge this Privacy Policy and the ways in which your data may be processed as described above.