Privacy Policy - Cleaner Clapham

This Privacy Policy explains how Cleaner Clapham collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Clapham customers in the Clapham area, including prospective customers, current customers, and anyone who has made an enquiry or received a service from us. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Clapham provides professional cleaning services to homes and businesses in the Clapham area. In the context of data protection law, we act as the data controller for personal data we collect and process for our own business purposes. This means we decide why and how your personal data is used.

2. Information We Collect

We only collect personal data that is relevant and necessary for providing and managing our services. The information we may collect includes:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service information such as appointment dates, cleaning preferences, instructions, and service history.
Payment information such as transaction records and billing details.
Communication records including emails, messages, feedback, and complaint records.
Access and property-related information where needed to carry out a cleaning service safely and effectively, for example entry instructions or alarm procedures.
Technical information if you use a website or digital enquiry form, such as IP address or device-related data, where applicable.

We do not intentionally collect special category data unless it is necessary and lawful to do so, and only in limited circumstances. If such data is ever provided to us, we will handle it with additional care and only where permitted by law.

3. How We Use Your Data

We use personal data only for clear and legitimate purposes. These include:

Managing enquiries and providing quotes.
Scheduling and delivering cleaning services.
Taking payment and maintaining financial records.
Communicating about appointments, service updates, or service issues.
Keeping internal records of customer preferences and service history.
Responding to complaints, disputes, or legal claims.
Meeting legal, accounting, and tax obligations.
Improving our service quality, customer care, and operational efficiency.

We only process data where we have a valid lawful basis. We will not use your information in a way that is incompatible with the purposes explained in this Policy.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Cleaner Clapham relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering cleaning services, handling payments, and managing customer accounts or service agreements.

Legal Obligation

We may process and retain personal data when required to comply with legal obligations, such as accounting, tax, insurance, or record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include maintaining service records, improving our business operations, preventing fraud, and handling customer communications. Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or non-essential processing. Where consent is used, you may withdraw it at any time. Withdrawal does not affect processing that has already taken place lawfully.

5. How We Share Personal Data

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, independent controllers. We only share what is necessary for the relevant purpose.

Processors We May Use

Booking and scheduling providers that help us organise appointments and service records.
Payment processors that handle card payments or electronic transactions.
IT and cloud storage providers that securely host our business systems and data.
Email and messaging service providers used for customer communications.
Accountancy or bookkeeping services that assist with financial records and tax compliance.
Professional advisers such as legal or insurance advisers where necessary.

All processors are required to protect your data and process it only on our instructions, unless they are acting as independent controllers under their own legal obligations.

6. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will take appropriate safeguards to ensure your personal data remains protected. These safeguards may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason we hold it.

Customer booking and service records are generally retained for a period that allows us to manage repeat services, resolve disputes, and maintain proper business records.
Financial and payment records are retained for the period required under tax and accounting law.
Communication records may be kept for as long as needed to deal with queries, complaints, or contractual matters.
Marketing consent records, where applicable, are retained until you withdraw consent or we no longer need the information.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and regular review of our data-handling practices. While no system can be guaranteed to be completely secure, we take reasonable steps to protect the information entrusted to us.

9. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These include:

The right of access – you may request a copy of the personal data we hold about you.
The right to rectification – you may ask us to correct inaccurate or incomplete information.
The right to erasure – in some situations, you may request that we delete your personal data.
The right to restrict processing – you may ask us to limit how we use your data in certain circumstances.
The right to object – you may object to processing based on legitimate interests or direct marketing.
The right to data portability – where applicable, you may request your data in a structured, commonly used format.
The right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled lawfully. We encourage you to raise any concerns with us first so we can try to resolve them promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children for our service operations. If we become aware that we have inadvertently collected such data without proper authority or legal basis, we will take appropriate steps to delete it or otherwise handle it in accordance with the law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we process personal data. Any revised version will apply from the date it is issued. We encourage customers in the Clapham area to review this Policy periodically so they remain informed about how we protect their information.

12. Summary of Our Commitment

Cleaner Clapham respects your privacy and is committed to processing personal data fairly, lawfully, and transparently. We collect only the information we need, use it for specific and legitimate purposes, keep it only for as long as necessary, and share it only with trusted processors or where required by law. Your rights are important to us, and we will respond to valid requests in accordance with applicable data protection law.

This Privacy Policy applies to all Cleaner Clapham customers in the area and is intended to provide clear information about how personal data is handled.