Privacy Policy - Chiswick Cleaner

This Privacy Policy explains how Chiswick Cleaner collects, uses, stores, shares, and protects personal data. It applies to all Chiswick Cleaner customers in the area, including prospective customers, current customers, and anyone who interacts with us in relation to our cleaning services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Chiswick Cleaner provides domestic and commercial cleaning services. In the course of delivering our services, we may need to process personal information relating to customers, property occupants, billing contacts, and service users. We act as the data controller for the personal data described in this policy, meaning we decide how and why your data is used.

2. Personal Data We Collect

We only collect data that is necessary for legitimate cleaning service operations, administration, legal compliance, and customer support. The types of personal data we may collect include:

Identity details such as name and title.
Contact details such as email address, phone number, and service address.
Service information including booking preferences, cleaning instructions, access arrangements, and records of services provided.
Billing and payment data such as invoice details, payment status, and transaction records. We do not store full card details where payments are handled by a secure payment provider.
Communication records including emails, messages, complaints, feedback, and notes from customer support interactions.
Technical data such as basic website or device information where applicable, including cookies or similar technologies if used.
Special instructions or notes that may be necessary to carry out cleaning services safely and effectively, such as access instructions or preferences.

We do not intentionally collect sensitive personal data unless you choose to provide it or it is required for a specific service arrangement. Where such information is provided, we will only use it when there is a lawful basis to do so and when it is necessary for the service.

3. How We Use Your Data

We process personal data for the following purposes:

To manage enquiries, quotations, and bookings.
To deliver cleaning services and follow customer instructions.
To communicate about appointments, changes, invoices, and service issues.
To maintain internal records, accounting, and administration.
To handle complaints, claims, or disputes.
To meet legal, tax, and regulatory obligations.
To improve our services, customer experience, and operational efficiency.
To prevent fraud, misuse, and unauthorised access.

We use your data only in ways that are compatible with the purposes explained here and that respect your privacy rights.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of personal data processing. Chiswick Cleaner relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, confirming appointments, and managing payments.

Legal Obligation

We may process data to comply with legal requirements, such as tax, accounting, record-keeping, and business compliance duties.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights and freedoms. Examples include improving service quality, managing administration, maintaining security, and responding to customer enquiries.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where you voluntarily provide specific information. Where consent is used, you have the right to withdraw it at any time.

5. Retention of Personal Data

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

Customer and booking records are usually kept for the duration of the service relationship and for a reasonable period afterwards to manage queries, complaints, or repeat bookings.
Invoice and payment records may be kept for longer where required by tax or financial record-keeping laws.
Communication records may be retained for as long as necessary to resolve service matters or support ongoing customer account management.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in line with our data retention practices.

6. Processors and Third Parties

We may share personal data with trusted third-party service providers who process data on our behalf. These organisations act as data processors and are only permitted to use your data in accordance with our instructions and applicable law. Such processors may include:

Payment service providers for secure payment handling.
Accounting and bookkeeping providers for financial administration.
IT, hosting, and cloud service providers for data storage and system support.
Communication platforms for email, messaging, and customer correspondence.
Professional advisers such as legal or tax advisers where necessary.

We may also disclose personal data where required by law, court order, or regulatory authority. We do not sell personal data.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and staff awareness of data protection responsibilities. While no system can be guaranteed completely secure, we take reasonable steps to safeguard the information we hold.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Depending on the circumstances, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit the processing of your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to the provision of a cleaning service in a household or property. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to remove it.

10. International Transfers

Where any processor or service provider stores or processes personal data outside the UK, we will ensure that appropriate safeguards are in place to protect the information in accordance with applicable data protection law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Key Points

We collect only the information needed to provide and manage cleaning services.
We process data under lawful bases including contract, legal obligation, legitimate interests, and consent where applicable.
We keep data only as long as necessary and dispose of it securely when no longer needed.
We may use trusted processors for payment, accounting, IT, and communication services.
You have clear rights over your personal data, including access, correction, deletion, and objection.

Chiswick Cleaner is committed to protecting your privacy and handling personal data responsibly, fairly, and transparently.