Privacy Policy - Cleaners Brixton

This Privacy Policy explains how Cleaners Brixton collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Brixton customers in the area, including individuals and businesses that request or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, or communicating with us, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. We only collect information that is necessary for legitimate business purposes and service delivery, and we take appropriate steps to keep that information secure.

1. Data We Collect

We may collect and process personal data that you provide directly to us, data generated through the provision of our services, and limited technical data when you interact with us digitally or by phone. The information we collect depends on the nature of the service requested and the relationship we have with you.

Categories of Personal Data

Identity data such as your name and, where relevant, your business or household name.
Contact data such as address details and communication details needed to arrange and deliver cleaning services.
Service data including property access instructions, service preferences, cleaning requirements, appointment records, and service history.
Billing and transaction data including payment-related information, invoice records, and service charges.
Communication data such as messages, feedback, complaints, and records of correspondence.
Technical data such as basic device or session information if you interact with our digital systems.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it in a lawful way, for example if it is relevant to access requirements, safety instructions, or specific service arrangements. We ask that you avoid sharing sensitive information unless it is necessary for service delivery.

2. How We Use Personal Data

We use personal data to provide and manage our cleaning services, communicate with customers, fulfil contractual obligations, and improve service quality. We may also use data for administration, accounting, record keeping, and resolving disputes.

Typical uses include:

Responding to enquiries and preparing quotations.
Scheduling, delivering, and managing cleaning appointments.
Processing invoices, payments, and refunds where applicable.
Maintaining service records and customer preferences.
Handling complaints, claims, or service issues.
Meeting legal, tax, and regulatory obligations.
Protecting our business, staff, customers, and property from fraud or misuse.

We only use personal information for the purposes for which it was collected unless we reasonably determine that it is compatible with the original purpose and permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Cleaners Brixton relies on the following lawful bases depending on the context of the data and the service provided.

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, and handling billing or service-related communications.

Legitimate Interests

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

Legal Obligation

We may process personal data where required to comply with legal obligations, such as tax accounting requirements, record keeping duties, or lawful requests from public authorities.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional and not necessary for service delivery. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing that has already taken place lawfully.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, legal compliance, and business operations. When we use external service providers to process data on our behalf, they act as processors and are required to handle information only according to our instructions and applicable law.

Examples of processors may include:

Payment service providers that process card or bank transactions.
Accounting and bookkeeping providers that support financial administration.
IT and cloud storage providers that help us store and secure records.
Communication and scheduling providers that support booking administration.
Professional advisers such as auditors, insurers, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, regulatory request, or to protect the rights, property, or safety of our business, our customers, our staff, or others. We do not sell your personal data.

5. Data Retention

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

Retention principles

Customer and service records are kept for as long as needed to manage the service relationship and any follow-up issues.
Financial and invoicing records are retained for the period required under tax and accounting law.
Complaint, dispute, and claim-related records may be kept for longer where necessary to defend legal rights or resolve matters.
Data no longer required is securely deleted, anonymised, or archived in line with our retention procedures.

When determining retention periods, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, and the relevant legal obligations. We aim to avoid keeping information longer than needed.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access based on business need.

While we work to protect your information, no system can be guaranteed completely secure. If we become aware of a data incident that poses a risk to your rights and freedoms, we will take appropriate steps in accordance with applicable law.

7. Your Data Protection Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights under data protection law:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure in certain circumstances where data is no longer needed or processing is unlawful.
Right to restriction to limit how we use your data in specific situations.
Right to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability for data processed by automated means based on consent or contract, where legally applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to raise concerns with the relevant supervisory authority if you believe your data has been processed unlawfully. We encourage you to contact us first so we can address your concerns promptly and transparently.

8. Children’s Data

Our services are intended for adult customers or authorised representatives arranging cleaning services. We do not knowingly collect personal data from children unless it is incidentally provided and necessary for service delivery or safety purposes. If we learn that we have collected information from a child without appropriate justification, we will take steps to delete it where required.

9. International Transfers

Where any service provider processes data outside the UK, we ensure suitable safeguards are in place to protect personal information in accordance with data protection law. These safeguards may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms.

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 protection practices. The latest version will apply to all customers in the Brixton area and will govern how we process personal data from the date it is published or otherwise communicated.

11. Contact and Further Information

If you have questions about this Privacy Policy, wish to exercise your rights, or want more information about how your data is handled, you may contact us through the usual service channels provided at the time of booking or enquiry. We will respond in a timely and appropriate manner.

Cleaners Brixton is committed to processing personal data fairly, lawfully, and transparently. We respect your privacy and strive to ensure that all data handling supports secure, reliable, and professional cleaning services for every customer in the area.