Privacy Policy - Cleaner Camden

This Privacy Policy explains how Cleaner Camden collects, uses, stores, and shares personal data for customers in our service area. It applies to all Cleaner Camden customers in the area and is intended to provide clear information about your rights and how we handle your personal information in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaner Camden provides cleaning services to customers in the area. In delivering our services, we act as a data controller for the personal data we collect and use about customers, prospective customers, and, where relevant, service recipients and account holders.

We are committed to handling personal information lawfully, fairly, and transparently. We only collect and use data that is necessary for providing our services, managing our business, meeting legal obligations, and improving the customer experience.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity details, such as your name and, where applicable, the name of your business or property.
Contact details, such as address details and communication preferences.
Service information, including booking details, cleaning instructions, property access arrangements, and service history.
Payment and billing information, including records needed to process payments, issue invoices, and manage accounts.
Communication records, such as messages, enquiries, complaints, feedback, and customer support correspondence.
Technical and usage information, where relevant to website use or digital forms, such as device details, cookies, and analytics data.
Special instructions that may be relevant to access, safety, or service delivery.

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

3. How We Collect Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or message forms;
pay for services or manage an account;
provide feedback or raise a query or complaint;
interact with our customer administration systems.

We may also receive data indirectly from:

third-party booking or payment providers;
property managers or landlords acting on your behalf;
referrals where you have asked another person or business to arrange services for you.

4. Why We Use Your Data

We use personal data only for legitimate and specific purposes, including:

providing cleaning services and managing bookings;
responding to enquiries and giving customer support;
processing payments and managing invoices;
keeping service records and operational notes;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, or security incidents;
improving our services, processes, and service quality;
handling complaints and resolving disputes.

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

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each processing activity. Cleaner Camden relies on the following legal bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, delivering cleaning work, and managing payments linked to the service.

Legal Obligation

We process certain information where needed to comply with legal duties, such as tax records, accounting requirements, and compliance obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving services, maintaining records, protecting against fraud, and ensuring operational efficiency.

Consent

In limited cases, we may rely on your consent, particularly where law requires it for specific activities. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. How We Share Data

We may share personal data with trusted service providers and third parties who support our operations. These may include:

payment processors;
accounting and bookkeeping providers;
customer management and scheduling systems;
IT and cloud storage providers;
professional advisers, such as legal or accounting advisers;
regulatory authorities, law enforcement, or other bodies where required by law.

We only share the minimum amount of data necessary for the relevant purpose. Where third parties process personal data on our behalf, they are bound by appropriate contractual and security obligations.

7. Processors

Where we use third-party organisations to process personal data on our instructions, they act as processors. We select processors carefully and require them to handle data securely, use it only for authorised purposes, and comply with data protection law.

Examples of processors may include:

hosting and cloud service providers that store records and customer files;
email, messaging, and communications providers used for service-related correspondence;
payment service providers that handle card or electronic payment transactions;
software providers used for booking, invoicing, scheduling, or administration.

We do not sell personal data to third parties.

8. Data Retention

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

In general:

customer and service records are kept for the duration of the relationship and for a reasonable period afterwards;
financial and accounting records are retained for the period required by law;
complaint and dispute records may be retained longer where needed to resolve issues or defend legal claims;
unused enquiry data may be deleted after a reasonable period if no service is arranged.

When data is no longer needed, it is securely deleted or anonymised.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processes.

Although no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risk wherever possible.

10. International Transfers

If any service provider stores or processes data outside the UK, we will ensure that suitable safeguards are in place to protect your information in line with applicable data protection law. This may include approved contractual protections and assessment of local safeguards.

11. Your Rights

You have rights over your personal data under data protection law. These may include:

the right of access to request a copy of the personal data we hold about you;
the right to rectification to correct inaccurate or incomplete data;
the right to erasure, in certain circumstances, to request deletion of your data;
the right to restriction to limit how we use your data in certain situations;
the right to object to processing based on legitimate interests or direct marketing;
the right to data portability in certain cases where processing is based on contract or consent;
the right to withdraw consent where processing relies on consent;
the right to complain to the UK Information Commissioner’s Office if you believe your data has been mishandled.

Some rights are subject to legal conditions and exceptions. If you exercise a right, we may need to verify your identity before responding.

12. Cookies and Similar Technologies

Where we use digital services, cookies or similar technologies may be used to support functionality, improve performance, and understand how services are used. Any such use will be handled in accordance with applicable law and, where required, appropriate consent or settings will be provided.

13. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary for service provision and provided by an adult with authority to do so. Where we become aware that personal data has been collected without proper authorisation, we will take appropriate steps to delete or correct it.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

15. Summary of Key Points

Cleaner Camden collects only the information needed to deliver cleaning services, manage accounts, meet legal obligations, and improve operations. We process data under lawful bases such as contract, legal obligation, legitimate interests, and, where appropriate, consent. We keep data only as long as necessary, use trusted processors under contract, and respect your rights over your personal information. This policy applies to all Cleaner Camden customers in area.

This policy is intended to provide transparent and practical information about how your data is handled.