Privacy Policy - Cleaners W6

Effective for all Cleaners W6 customers in the area. This Privacy Policy explains how Cleaners W6 collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the W6 area. It also explains the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal information fairly, lawfully, and transparently. We only process data that is necessary to deliver our services, manage our business, and meet legal obligations.

1. Scope of this Privacy Policy

This policy applies to all Cleaners W6 customers in area, including residential clients, landlords, tenants, letting agents, and business customers who use our cleaning services. It also applies to people who make enquiries, request quotations, communicate with us, or otherwise interact with us in relation to our services.

By using our services or providing personal information, you acknowledge that your data may be processed as described in this policy. This policy should be read together with any service terms, booking confirmations, or written agreements that may apply to your cleaning arrangement.

2. Data We Collect

We collect and process different types of personal data depending on how you interact with Cleaners W6. The information we may collect includes:

Identity details: name, title, and any relevant account or booking reference.
Contact details: address, telephone number, and email address.
Service information: property access details, cleaning preferences, instructions, appointment history, and service notes.
Billing and payment data: invoicing information, transaction records, and payment status.
Communication records: messages, complaints, feedback, and records of enquiries.
Technical data: basic information about how our systems are used, such as logs and security records, where relevant.
Special category data: only where necessary and where you choose to provide it, such as access needs, health-related instructions, or other information required to safely deliver the service.

We do not intentionally collect more data than is needed. If you provide additional information voluntarily, we will only use it for the purpose for which it was shared unless another lawful basis applies.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide cleaning services and manage bookings;
to communicate with you about appointments, changes, or service updates;
to issue quotes, invoices, receipts, and payment confirmations;
to respond to enquiries, feedback, complaints, or disputes;
to maintain service records and quality standards;
to comply with legal, accounting, tax, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security risks;
to improve our operations, scheduling, and customer experience.

We process data only where necessary and in a way that is compatible with the original purpose for which it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Cleaners W6 relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, processing payments, and communicating essential service information.

Legal Obligation

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

Legitimate Interests

We may process data for our legitimate interests, provided your rights do not override those interests. Examples include maintaining business records, preventing fraud, improving service delivery, and managing internal administration. When we rely on legitimate interests, we consider whether the processing is necessary and balanced against your privacy rights.

Consent

In limited cases, we may rely on your consent, particularly where you provide optional information or agree to certain types of communication. You may withdraw consent at any time where consent is the lawful basis for processing.

Vital Interests

In rare situations, we may process information where necessary to protect someone’s vital interests, for example in an emergency involving health or safety.

5. Sharing Your Data with Processors and Third Parties

We may share personal data with trusted third parties who act as data processors or independent controllers. These parties are only given access to the information needed to perform their role and must handle data securely and in line with the law.

Examples of processors may include:

payment service providers;
accounting and bookkeeping providers;
IT, hosting, and system support providers;
customer communication tools and booking systems;
professional advisers such as insurers, auditors, or legal advisers where necessary;
subcontractors or cleaning staff engaged to deliver booked services, where required for service delivery.

We may also disclose personal data if required by law, by court order, or to competent authorities where such disclosure is necessary and lawful. We do not sell your personal data.

6. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will take appropriate steps to protect your personal information. This may include using adequacy regulations, standard contractual clauses, or other approved safeguards, as required by data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the reason for processing.

In general:

booking and service records are retained for the duration of the customer relationship and for a reasonable period after it ends;
financial and invoicing records are retained for the period required by tax and accounting law;
communication records may be retained where needed to resolve disputes or maintain service history;
special category information is kept only for as long as needed to provide the relevant service or ensure safety.

When data is no longer needed, it is securely deleted, anonymised, or destroyed.

8. How We Protect Your Data

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

While no system can be completely secure, we take reasonable steps to reduce risk and to protect your information throughout its lifecycle.

9. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. Subject to certain legal conditions and exemptions, these 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 data;
Right to erasure: you can request deletion of your data in certain circumstances;
Right to restriction: you can ask us to limit how we use your data in certain situations;
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable;
Right to data portability: you can ask for certain information to be provided in a structured, commonly used format;
Right to withdraw consent: where we rely on consent, you may withdraw it at any time;
Right to complain: you may raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

To protect privacy, we may need to verify your identity before responding to a request. We aim to respond within the time limits set by law.

10. Automated Decision-Making

Cleaners W6 does not make decisions about customers based solely on automated processing in a way that produces legal or similarly significant effects. If this changes, we will update this policy and explain the relevant safeguards.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a household service and provided by an adult customer. If we become aware that we have received child-related data unnecessarily, we will take appropriate steps to delete or protect it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process data. Any revised version will apply from the date it is updated. We encourage customers to review this policy periodically so they remain informed about how their information is used.

13. Summary of Our Commitment

Cleaners W6 values privacy and handles personal data responsibly. We collect only the information needed to provide and manage our cleaning services, rely on appropriate lawful bases, share data only with necessary processors and third parties, and keep records only for as long as required. Your rights matter, and we are committed to respecting them.

This Privacy Policy applies to all Cleaners W6 customers in the W6 area.