Privacy Policy - Cleaners Camden

This Privacy Policy explains how Cleaners Camden collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in Camden and the surrounding area. It applies to all Cleaners Camden customers in the area, including residential and commercial clients, prospective customers, and individuals who interact with us in connection with a booking, quote, enquiry, or service visit.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should help you understand what data we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Data We Collect

We only collect personal data that is relevant and necessary for delivering our cleaning services, managing our relationship with customers, and meeting our legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Booking information such as service type, preferred date and time, access instructions, property details, and special requests.
Payment and billing information such as payment records, invoice details, and transaction references.
Communication records including enquiries, complaints, feedback, and correspondence.
Service history such as previous appointments, cleaning preferences, and notes required to provide a consistent service.
Technical information if you interact with us electronically, such as device or browsing information where relevant to security or functionality.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, for example where a customer shares accessibility-related information that helps us safely perform the service. If such information is provided, we treat it with additional care and only process it where we have a lawful basis to do so.

2. How We Use Personal Data

We use personal data to deliver services effectively and responsibly. Typical purposes include:

responding to enquiries and providing quotations;
managing bookings, changes, and cancellations;
delivering cleaning services at the requested location;
processing payments and issuing invoices or receipts;
maintaining service quality and keeping records of customer preferences;
handling complaints, disputes, and service follow-up;
meeting legal, accounting, tax, and insurance requirements;
preventing fraud, misuse, or security incidents;
improving our operations, training, and customer support.

We do not sell personal data. We only use data in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it differently.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, Cleaners Camden may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, managing bookings, carrying out cleaning services, and handling payment-related tasks.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include maintaining service records, improving our services, ensuring operational security, and managing customer communications. We always assess whether our interests are proportionate and whether processing is reasonably expected.

Legal Obligation

We process personal data where required to comply with the law. This may include retaining financial records for tax purposes, responding to lawful requests from authorities, or meeting insurance and regulatory obligations.

Consent

In limited situations, we may rely on your consent, particularly where it is required for specific optional processing. If we rely on consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as where there is an emergency or immediate safety concern.

4. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary for business operations, legal compliance, or service delivery. When we use third parties to process personal data on our behalf, they act as processors and may only use the data according to our instructions and applicable law.

Processors or service providers may include:

Payment processors that handle card or electronic payments securely.
Accounting and bookkeeping providers that support invoicing, records, and tax compliance.
IT and cloud service providers that store or secure business data.
Customer communication tools used for scheduling, reminders, or service updates.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. If our business is ever reorganised, sold, or transferred, customer data may be transferred as part of that transaction, subject to appropriate safeguards.

We ensure that processors are bound by appropriate data protection agreements and that they implement suitable technical and organisational measures to protect personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, and insurance requirements. Retention periods may vary depending on the type of information and the reasons for processing it.

In general:

booking and service records are kept for a reasonable period after the service ends to manage follow-up, queries, and customer history;
payment and invoice records are retained for the period required by tax and financial laws;
communication records may be kept while needed to resolve disputes or improve customer service;
data processed on the basis of consent is kept until consent is withdrawn or the data is no longer needed.

When personal data is no longer required, we securely delete, anonymise, or destroy it.

6. Your Rights

You have several rights under data protection law. These rights may be subject to legal limits and exemptions, but we will always respond appropriately and within the required time frame.

Right of access – you may ask for a copy of the personal data we hold about you.
Right to rectification – you may request correction of inaccurate or incomplete information.
Right to erasure – in certain circumstances, you may ask us to delete your personal data.
Right to restriction – you may request that we limit how we use your data in certain situations.
Right to data portability – where applicable, you may request that data you provided be transferred in a structured format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – if processing is based on consent, you may withdraw that consent at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are concerned about how your data has been handled.

7. Data Security

We take data security seriously and 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, confidentiality obligations, and regular review of procedures. While no system can be guaranteed completely secure, we work to reduce risk and respond quickly to any suspected issue.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our practices, or the services we provide. Any updated version will apply from the date it is issued, and we encourage customers to review it periodically.

9. Summary

This Privacy Policy explains how Cleaners Camden collects and uses personal data for customers in Camden and the surrounding area. We process data on lawful grounds such as contract, legitimate interests, legal obligation, and consent where relevant. We keep data only as long as needed, use trusted processors under binding agreements, and respect your rights to access, correct, delete, restrict, object to, or transfer your data.