Privacy Policy – Cleaners Belgravia

This Privacy Policy explains how Cleaners Belgravia collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Cleaners Belgravia customers in the area, including prospective customers, current customers, and anyone who has interacted with us in relation to our cleaning services. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or providing personal information to us, you acknowledge that your data may be handled as described in this policy. We take privacy seriously and only collect information that is necessary for legitimate business purposes, service delivery, legal compliance, and the protection of our rights and the rights of our customers.

1. Who We Are

Cleaners Belgravia provides domestic and commercial cleaning services in the local area. In the context of data protection law, we act as a data controller when we determine the purposes and means of processing personal data relating to our customers, employees, suppliers, and other contacts. Where we use third-party service providers to process data on our behalf, those providers may act as data processors or, in some cases, separate controllers depending on the nature of the service.

2. What Personal Data We Collect

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

Identity details such as name and title.
Contact details such as address, telephone number, and email address.
Service information such as booking preferences, cleaning instructions, access notes, scheduling details, and service history.
Payment information such as billing details and transaction records. We do not store more payment information than is necessary to process transactions and comply with legal obligations.
Communications such as messages, feedback, complaints, and correspondence relating to our services.
Technical data such as IP address, browser type, and device information if you interact with us online or through digital systems used for service administration.
Usage data relating to service enquiries, appointment management, and customer relationship records.

In limited circumstances, we may also process special category data if it is provided to us voluntarily and is necessary for service delivery, for example where a customer shares health information relevant to access arrangements, allergies, or other safety considerations. Such data is handled with extra care and only where there is a valid legal basis to do so.

3. How We Collect Personal Data

We collect personal data in several ways, including:

when you request a quote or make a booking;
when you communicate with us by phone, email, or other channels;
when you use our services;
when you make payments or receive invoices;
when you provide feedback, make a complaint, or request support;
when third parties provide information lawfully on your behalf, such as household managers, letting agents, or authorised representatives;
through administrative and technical systems used to manage service delivery.

We only collect data that is relevant and necessary for the purposes described in this policy. We do not intentionally collect unnecessary or excessive information.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the situation, we may rely on one or more of the following:

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes processing your details to provide quotes, confirm bookings, carry out cleaning services, send invoices, and manage customer accounts.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where your rights and freedoms do not override those interests. This may include maintaining customer records, improving service quality, managing business operations, preventing fraud, and handling complaints. We ensure that such processing is proportionate and limited to what is necessary.

Legal Obligation

We may process data where this is required to comply with legal obligations, including tax, accounting, record-keeping, and regulatory requirements.

Consent

In some circumstances, we rely on consent, particularly where special category data is involved or where consent is required by law. When consent is used, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, for example in an emergency where immediate action is needed to prevent harm.

5. Why We Use Personal Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to handle enquiries, bookings, cancellations, and amendments;
to communicate with customers about appointments, changes, or service issues;
to process payments and maintain financial records;
to improve customer service and business operations;
to record preferences and instructions relevant to service delivery;
to respond to complaints, disputes, and requests;
to comply with legal and regulatory obligations;
to protect against fraud, misuse, or other unlawful activity.

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

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or comply with legal obligations. These third parties may include:

payment service providers who assist with transaction processing;
accounting and bookkeeping providers who help maintain financial records;
IT, cloud storage, and software providers that support booking, communications, and data management;
professional advisers such as accountants, insurers, or legal advisers;
regulators, law enforcement, or public authorities where required by law;
subcontractors or staff engaged in delivering services at your property.

Where third parties act as processors, they are required to process personal data only on our instructions, keep it secure, and use appropriate technical and organisational safeguards. We do not sell your personal data.

7. Data Retention

We retain 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 is processed.

In general:

customer service records are kept for the duration of the relationship and for a reasonable period afterwards;
financial and tax records are retained for the period required by law;
complaints and dispute records may be retained for longer where needed to defend legal claims or demonstrate compliance;
communication records are kept only as long as necessary for administrative and service purposes.

When personal data is no longer required, we will securely delete, anonymise, or archive it in a controlled manner.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited staff access, and staff awareness procedures. While no system can be guaranteed completely secure, we take reasonable steps to reduce risks and safeguard your information.

9. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We only transfer data where necessary and where appropriate protection is available.

10. Your Rights Under GDPR

Subject to certain conditions and exemptions, you have the following rights regarding your personal data:

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 restrict processing – to limit how we use your data in certain situations.
Right to data portability – to receive some data in a structured, commonly used format and transfer it to another controller where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent.
Right not to be subject to solely automated decision-making – where this applies.

You may also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data has been handled improperly. We encourage you to raise concerns with us first so we can address them promptly and fairly.

11. Children’s Data

Our services are directed to adults and property-related customers. We do not knowingly collect personal data from children unless it is incidental and necessary for service delivery or safety purposes, and only where appropriate legal grounds exist.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any revised version will apply from the date it becomes effective. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Approach

Cleaners Belgravia processes personal data only where there is a lawful basis, stores it securely, limits access to trusted processors and staff, and keeps it only for as long as needed. We aim to be transparent, respectful, and accountable in all our data handling practices. This policy is intended to ensure that customers in the area can understand how their information is used and what rights they have under data protection law.

Last reviewed: current version in force.