Privacy Policy - Cleaners Acton

Cleaners Acton is committed to protecting the privacy and personal data of every customer in the Acton area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide cleaning services to our customers. It applies to all Cleaners Acton customers in the area, including individuals, households, landlords, tenants, and businesses that use our services.

We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be transparent, fair, and responsible in everything we do. By using our services, you acknowledge that we may process your information as described in this policy.

1. Data We Collect

We only collect information that is necessary to deliver our services, manage our relationship with you, and meet legal or operational requirements. The types of information we may collect include:

Identity details such as your name or the name of your business.
Contact details such as your telephone number, email address, and service address.
Service information such as cleaning preferences, requested visit times, property access notes, and instructions relevant to the work.
Payment and billing information such as transaction records, invoices, and payment confirmations.
Communication records such as messages, service feedback, complaints, and booking changes.
Technical data if you interact with us online, which may include device type, browser information, and basic usage details.
Special instructions that you choose to provide, for example entry codes, security requirements, or preferences relating to pets or fragile items.

We do not intentionally collect more information than is needed for providing a safe and reliable cleaning service. Where possible, we keep the information limited and relevant.

2. How We Use Personal Data

We use personal data for the following purposes:

To arrange, deliver, and manage cleaning appointments.
To communicate with you about bookings, changes, reminders, and service updates.
To process payments, issue invoices, and manage accounts.
To respond to questions, complaints, and service requests.
To improve our services, training, and operational efficiency.
To keep accurate records for business, tax, and legal purposes.
To protect against fraud, misuse, or unauthorised access.

We only use personal data for purposes that are compatible with the reason it was collected. If we need to use information for a new purpose, we will ensure that we have a valid lawful basis before doing so.

3. Lawful Basis for Processing

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

Performance of a Contract

We process data when it is necessary to provide the service you requested, such as booking, delivering cleaning work, managing access arrangements, and handling payment-related steps.

Legal Obligation

We may process certain information to comply with legal obligations, including tax recordkeeping, accounting, and responding to lawful requests from public authorities.

Legitimate Interests

We may use personal data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, improving service quality, preventing fraud, and keeping internal records.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain optional communications. If consent is used, you can withdraw it at any time.

We do not rely on personal data for purposes unrelated to the service unless permitted by law or based on valid consent.

4. Sharing Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Examples of processors may include:

Payment processors that handle card or bank transactions securely.
Accounting and invoicing providers that support financial recordkeeping.
IT and cloud storage providers that help store and protect business data.
Communication service providers that assist with email, messaging, or booking notifications.
Software and scheduling tools used to manage appointments and customer records.

We may also disclose personal information when required by law, to enforce agreements, to protect our rights, or to protect the safety of our staff, customers, or property.

Where a processor handles data on our behalf, we require them to act under a written contract, follow confidentiality obligations, and maintain appropriate security measures. We do not sell personal data.

5. International Transfers

Some processors may store or access data outside the United Kingdom. If that happens, we take steps to make sure the transfer is protected by appropriate safeguards and remains compliant with applicable data protection rules.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required by law. Retention periods may vary depending on the type of data and the reason it is held.

Customer and booking records are generally kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and accounting records are retained for the period required by tax and accounting law.
Communication records may be kept for a shorter or similar period if needed to manage service issues or resolve disputes.
Security-related records may be retained where necessary to prevent fraud, protect property, or address incidents.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed regularly to ensure that we do not keep information longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to authorised personnel only.

Although no system can be guaranteed to be completely secure, we work to reduce risk and handle data carefully. If a data breach occurs and presents a risk to your rights and freedoms, we will take appropriate steps in line with legal requirements.

8. Your Rights

As a data subject, you have rights under data protection law. Subject to certain conditions and exceptions, these may include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing, where applicable.
The right to data portability for certain information provided by you and processed by automated means on a lawful basis.
The right to withdraw consent where processing is based on consent.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before acting on your request to protect your information.

9. Children’s Data

Our services are intended for adults, households, and businesses. We do not knowingly collect personal data from children unless it is necessary and provided by an adult customer in connection with the service. If we become aware that we have collected children’s data without an appropriate basis, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our business 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 personal data is handled.

11. Summary of Our Approach

Cleaners Acton handles customer data lawfully, fairly, and transparently. We collect only the information needed to provide cleaning services, rely on valid lawful bases, share data only with trusted processors, and keep information only for as long as necessary. We respect your rights and aim to protect your privacy at every stage of our service.

This policy applies to all Cleaners Acton customers in the area.