Privacy Policy - Deep Cleaning Clapham

This Privacy Policy explains how Deep Cleaning Clapham collects, uses, stores, and protects personal data. It applies to all Deep Cleaning Clapham customers in the area, including prospective customers, current customers, and anyone who has requested a quote, booked a service, or communicated with us about our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We take privacy seriously and aim to keep the information we hold accurate, secure, and only used for clear and legitimate purposes.

1. Who We Are

For the purposes of data protection law, Deep Cleaning Clapham is the data controller for the personal information described in this policy. This means we decide how and why personal data is processed when you use our services or interact with us.

This policy covers data relating to individuals who contact us, request an estimate, make a booking, receive cleaning services, leave feedback, or otherwise engage with Deep Cleaning Clapham in the course of business.

2. Personal Data We Collect

We only collect information that is relevant and necessary for delivering our services, managing our relationship with you, and meeting legal obligations.

The types of personal data we may collect include:

Identity information such as your name and title.
Contact details such as your address, email address, and phone number.
Service details such as property access notes, cleaning preferences, booking dates, and service history.
Billing and payment information such as payment status, invoices, and transaction records. We do not unnecessarily store payment card details if these are processed securely by a payment provider.
Communication records such as emails, messages, notes from calls, and complaints or feedback.
Technical information where applicable, such as basic website usage data, device information, and cookies, if you interact with our online content.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, for example where a health-related access note is relevant to a service visit. When such information is shared, we handle it with extra care and only for a clear purpose.

3. How We Use Personal Data

We use personal data for specific and limited purposes connected to our cleaning services. These purposes include:

responding to enquiries and providing quotations;
arranging and managing bookings;
delivering cleaning services at the correct location and time;
processing payments, issuing invoices, and keeping financial records;
handling customer service requests, feedback, and complaints;
maintaining service quality, internal records, and operational planning;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, or unlawful activity;
improving our services and understanding customer needs.

We will not use your personal information for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, managing appointments, and handling payment-related matters.

Legal Obligation

We may process personal data when required to comply with laws and regulations, such as tax rules, accounting requirements, insurance obligations, or lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include maintaining customer records, improving service delivery, protecting our business from fraud, or resolving disputes.

Consent

In limited situations, we may rely on your consent, for example for certain marketing communications or specific optional processing activities. Where consent is used, you may withdraw it at any time.

5. Sharing Data and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

booking and scheduling software providers;
email and communication service providers;
cloud storage and IT support providers;
accounting, invoicing, and bookkeeping services;
payment processing providers;
customer feedback or review management tools;
professional advisers such as accountants or legal advisers.

Where a third party processes data on our behalf, we require them to act only on our instructions, keep information secure, and comply with data protection law. We do not sell your personal data.

We may also disclose information where required by law, court order, or regulatory authority, or where it is necessary to protect our rights, staff, customers, or property.

6. 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 may vary depending on the type of data and the reason it was collected. For example:

booking and service records may be kept for a reasonable period after service completion;
financial and invoicing records may be retained for tax and accounting purposes;
customer correspondence may be stored for as long as needed to handle queries or disputes;
consent-based records are kept until consent is withdrawn or no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We review stored information periodically to ensure it is not kept for longer than necessary.

7. Security of Your Data

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

While we take security seriously, no system can be guaranteed completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with legal requirements.

8. Your Rights

Under UK data protection law, you have a number of rights relating to your personal data. These rights may apply in full or in part depending on the circumstances.

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 where there is a valid legal basis to do so.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain 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.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the timescales required by law.

9. Children’s Data

Our services are intended for adults and business or residential customers arranging cleaning services. We do not knowingly collect personal data from children unless it is incidentally provided and necessary for service delivery, such as access or household arrangements. If we become aware that we have collected data from a child without appropriate justification, we will take steps to remove it where required.

10. International Transfers

In some cases, the service providers we use may process data outside the UK. Where this happens, we ensure that appropriate safeguards are in place so that your personal data remains protected in line with applicable law. These safeguards may include adequacy regulations, contractual protections, or other approved transfer mechanisms.

11. Marketing Communications

We may send service-related messages that are necessary for managing a booking or customer relationship. Separate marketing communications, if used, will only be sent where allowed by law and, where needed, with your consent. You can opt out of marketing messages at any time.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or are concerned about how your personal data has been handled, you should contact us using the usual business communication channels. We will do our best to resolve concerns promptly and fairly.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns first.

Summary: This Privacy Policy explains how Deep Cleaning Clapham collects, uses, shares, stores, and protects customer data, including lawful bases, retention, processors, and user rights under UK GDPR.