Privacy Policy - Cleaners TW1

Cleaners TW1 is committed to protecting the privacy and personal data of all customers in the TW1 area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our cleaning services. It also explains your rights under the UK GDPR and the Data Protection Act 2018. This policy applies to all Cleaners TW1 customers in the area, including prospective customers, current customers, and anyone who has previously used our services.

1. Who We Are

For the purposes of data protection law, Cleaners TW1 acts as the data controller in relation to the personal data we collect and process for our cleaning services. This means we decide why and how your personal information is used. We are responsible for ensuring that your data is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

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

Identity data such as your name and title
Contact data such as your address, email address, and phone number
Service details such as cleaning preferences, service frequency, instructions, and access notes
Billing data such as payment records, invoices, and transaction references
Communication data such as messages, complaints, feedback, and service-related correspondence
Technical data such as limited device or usage information if you interact with our digital systems
Security data such as appointment access details or property entry instructions

We do not intentionally collect special category data unless it is necessary and lawful to do so. If such data is ever provided by you, we will handle it with additional care and only where a valid legal basis applies.

3. How We Use Your Data

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

Arranging and delivering cleaning services
Managing bookings, cancellations, and schedule changes
Processing payments and maintaining accounting records
Responding to enquiries, feedback, and complaints
Maintaining service quality and customer records
Meeting legal, regulatory, tax, and insurance obligations
Protecting the rights, property, and safety of our customers, staff, and business

We ensure that personal data is used in a way that is relevant, limited, and proportionate to the purpose for which it is processed.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every use of personal data. Depending on the situation, Cleaners TW1 relies on the following lawful bases:

Contract

We process your data when it is necessary to perform our contract with you or to take steps at your request before entering into a contract. This includes booking services, managing appointments, and providing cleaning work at your property.

Legal Obligation

We process certain information because the law requires it, such as records for tax, accounting, financial reporting, or compliance with other legal duties.

Legitimate Interests

We may process personal data where it is in our legitimate interests to do so and where those interests do not override your rights. This may include service administration, business improvement, fraud prevention, or handling customer enquiries.

Consent

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

5. Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These organisations act as processors when they handle data on our behalf and only under our instructions. Examples may include:

Payment processing providers
Accounting and bookkeeping services
IT and cloud storage providers
Customer management and scheduling systems
Professional advisers such as accountants or legal advisers

We only use processors that provide sufficient guarantees regarding data protection, security, and confidentiality. Where required, we enter into contracts that set out the processor’s duties and limit how personal data may be used.

We may also disclose data where necessary to comply with law, protect against fraud or misuse, or respond to lawful requests from public authorities. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the reason it is held.

Customer service records are retained for as long as the relationship continues and for a reasonable period afterwards
Financial and tax records are retained for the period required by law
Complaint and communication records are retained long enough to resolve the matter and support our records
Consent-based records are kept until consent is withdrawn or the purpose ends

When data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you. Retention is based on necessity, legal obligations, and operational requirements.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we work to reduce risk and maintain a high standard of protection.

8. Your Rights Under GDPR

You have rights over your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete information
Erase your data in certain circumstances
Restrict how we use your data in certain situations
Object to processing based on legitimate interests
Data portability for information you provided to us, where applicable
Withdraw consent where processing is based on consent

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data rights have not been respected. We encourage you to raise concerns directly so we can address them promptly and fairly.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with data protection law. These safeguards may include adequacy regulations or approved contractual protections.

10. Changes to This Policy

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

11. Summary of Our Commitment

Cleaners TW1 respects your privacy and is committed to lawful, fair, and transparent data processing. We collect only the information needed to deliver our cleaning services, we rely on appropriate lawful bases, we keep data only as long as necessary, and we use trusted processors under proper controls. Your rights matter to us, and we will always aim to handle your personal information with care, integrity, and accountability.