Privacy Policy - Deep Cleaning Roehampton

This Privacy Policy explains how Deep Cleaning Roehampton collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Roehampton customers in the area, including anyone who makes an enquiry, receives a quotation, books a service, or otherwise interacts with our cleaning services. We are committed to handling personal data in a fair, lawful, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to current, former, and prospective customers of Deep Cleaning Roehampton in Roehampton and surrounding locations within our service area. It also applies to individuals acting on behalf of a customer, such as landlords, letting agents, property managers, or household representatives, when they provide personal data to arrange a cleaning service.

By using our services, you acknowledge that we may process personal data as described in this policy. We only collect information that is necessary for providing our services, managing customer relationships, maintaining records, and meeting legal obligations.

2. Personal Data We Collect

We may collect and process several categories of personal data depending on your interaction with us. This may include:

Identity data such as your name and title.
Contact data such as address details and phone number.
Service data including property access instructions, cleaning preferences, appointment details, and relevant notes about the work requested.
Payment and transaction data such as records of payments made, invoices, and payment status.
Communication data including messages, emails, complaints, feedback, and records of customer service interactions.
Technical data if you contact us through digital systems, such as basic device or usage information captured by our systems.
Special category data only where strictly necessary and usually only if you voluntarily provide information that may affect service delivery, such as access needs or health-related instructions. We handle this data with extra care and only when a lawful basis applies.

We do not deliberately collect more personal data than is needed to provide our services effectively and safely.

3. How We Collect Personal Data

We collect data directly from you when you request a service, accept a quotation, complete a booking, or communicate with us. We may also receive data from third parties who are arranging services on your behalf, such as an employer, landlord, or managing agent.

In some cases, we may receive information from payment providers, subcontracted service providers, or record-keeping systems used to manage appointments, invoicing, and service administration. Where data is obtained indirectly, we only use it for the purposes for which it was provided or where otherwise permitted by law.

4. How We Use Your Personal Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings.
To issue quotations, invoices, and payment records.
To communicate with customers about appointments, service details, and changes.
To respond to enquiries, complaints, and feedback.
To keep internal records for administration and quality control.
To meet legal, tax, accounting, and insurance obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security issues.

We may also use limited data to improve our services, train staff, and maintain reliable operational records. Where appropriate, we will anonymise or minimise personal data so that it is used in the least intrusive way possible.

5. Lawful Basis for Processing

We will only process personal data where we have a valid lawful basis under data protection law. Depending on the situation, our lawful bases may include:

Contract: when processing is necessary to provide a service you have requested or to take steps before entering into a service agreement.
Legal obligation: when we must keep records or provide information under tax, accounting, or other legal requirements.
Legitimate interests: when processing is necessary for our legitimate business interests, such as managing bookings, improving services, preventing fraud, or maintaining secure operations, provided your rights do not override those interests.
Consent: where required, for example for optional communications or for specific data processing that cannot reasonably be justified on another lawful basis.
Vital interests: in rare cases where processing is necessary to protect someone’s life.

Where we rely on legitimate interests, we consider the impact on your privacy and ensure the processing is proportionate and necessary. Where we rely on consent, you may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only allowed to process data according to our instructions and for the purposes set out in this policy. Typical processors may include:

Payment processors that handle transactions securely.
Booking and scheduling providers that help manage appointments and service records.
IT and cloud storage providers that support our data systems and record keeping.
Accounting or bookkeeping providers that assist with financial administration.
Customer communications providers that support email, messaging, or administration tools.

We may also share data where necessary with professional advisers, insurers, regulatory authorities, or legal bodies, but only when required or permitted by law. We do not sell your personal data.

Where processors are used, we take reasonable steps to ensure they provide appropriate security, confidentiality, and data protection safeguards. We review arrangements to confirm that they process data lawfully and only for authorised purposes.

7. Data Retention

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

Customer and service records are generally retained for a period needed to manage the service relationship and handle follow-up queries.
Invoice and tax-related records are kept for the period required by law.
Communication records may be retained for a reasonable period to resolve disputes, answer questions, and improve service quality.
Special category or sensitive information, where collected, is retained only for as long as strictly necessary and is then securely deleted or anonymised.

When data is no longer required, we will take appropriate steps to delete, destroy, or anonymise it securely. Retention is reviewed periodically to make sure we do not keep data longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and careful management of data sharing. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request that certain data be provided to you or transferred to another controller where applicable.
Right to withdraw consent: where consent is the lawful basis, you may withdraw it at any time.

These rights are not absolute, and some may only apply in specific circumstances. If you exercise any of these rights, we may need to verify your identity and assess your request in line with legal requirements.

10. Children’s Data

Our services are intended for adults arranging cleaning services. We do not knowingly collect personal data from children unless it is unavoidable and necessary for service delivery in a domestic setting. If we become aware that we have collected such data without a lawful basis, we will take appropriate steps to delete it.

11. Changes to This Policy

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

12. Summary of Our Approach

Deep Cleaning Roehampton treats personal data with care and responsibility. We only collect what we need, use it for clear purposes, and keep it only as long as necessary. We rely on appropriate lawful bases, work with trustworthy processors, and respect your rights under data protection law. This policy applies to all Deep Cleaning Roehampton customers in the area and is designed to support transparent, secure, and lawful processing of personal information.