Privacy Policy - Cleaner Putney

This Privacy Policy explains how Cleaner Putney collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Putney customers in the Putney area, including prospective customers, current customers, and people who enquire about 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.

1. Who this policy applies to

This policy applies to anyone who uses or enquires about Cleaner Putney services in Putney and the surrounding area. It covers all personal data that we collect directly from you, data provided by someone acting on your behalf, and information we receive through service-related interactions. By using our services, you acknowledge that this Privacy Policy applies to you.

2. Personal data we collect

We only collect personal data that is relevant and necessary for providing cleaning services, managing customer relationships, maintaining records, and meeting legal obligations. The types of information we may collect include:

Identity details: your name, and if applicable, the name of a business or household representative.
Contact details: address, email address, telephone number, and service location details.
Service information: booking history, preferred cleaning times, service instructions, access notes, and special requests.
Billing and payment information: payment records, invoice details, and transaction references.
Communication records: emails, messages, complaints, feedback, and customer service notes.
Technical information: limited website or device data such as IP address, browser type, or usage statistics where collected through online enquiry forms or booking systems.
Special category data: we do not ordinarily seek special category data. If you voluntarily provide information that may reveal health, access, or vulnerability-related needs, we will only use it where necessary to provide an appropriate service and to keep people safe.

We do not intentionally collect more data than is needed for the purpose for which it is provided.

3. How we use your data

We use your personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange, deliver, and manage cleaning services;
to keep records of bookings, invoices, and service instructions;
to communicate with you about scheduling, changes, or service issues;
to handle complaints, feedback, and service improvements;
to comply with tax, accounting, and other legal requirements;
to prevent fraud, misuse, or unlawful activity;
to protect our legitimate business interests, provided your rights do not override those interests.

Cleaner Putney will only use your personal data for the purposes set out in this policy or for closely related purposes that would reasonably be expected.

4. Lawful basis for processing

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

Contract: processing is necessary to enter into or perform a service agreement, including scheduling cleaning appointments, managing bookings, and invoicing.
Legitimate interests: processing is necessary for our legitimate business interests, such as responding to enquiries, maintaining customer records, improving services, and protecting against fraud, provided these interests are not overridden by your rights and freedoms.
Legal obligation: processing is necessary to meet legal and regulatory requirements, including accounting, tax, and record-keeping duties.
Consent: where consent is required, for example for certain optional marketing communications or the handling of sensitive information you choose to share, we will ask for it clearly and you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate.

5. Sharing your data and processors

We may share personal data with trusted third parties when necessary to operate our business and deliver services. These third parties act as processors or independent controllers depending on the circumstances. Processors may include:

payment service providers that process card or bank transactions;
bookkeeping, accounting, and payroll providers;
IT, cloud storage, and software providers used for scheduling, records, and communications;
customer support or communication platforms;
subcontracted cleaners or service partners where required to complete a job;
professional advisers such as lawyers, insurers, or auditors;
public authorities, regulators, or law enforcement where disclosure is required by law.

All processors are required to handle personal data securely, to act only on our instructions where applicable, and to use appropriate safeguards. We do not sell your personal data.

6. Data retention

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

Customer and booking records: retained for the period needed to manage the service relationship and deal with any follow-up issues.
Invoices and financial records: retained for the period required by tax and accounting law.
Correspondence and complaints: retained for as long as needed to resolve matters and maintain a business record.
Marketing preferences: retained until you opt out or withdraw consent, where applicable.

When data is no longer needed, we will securely delete, anonymise, or archive it in a way that protects your privacy.

7. Security of your information

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted access to records. While no system is completely secure, we work to reduce risk and to handle data responsibly at all times.

8. Your rights

Under data protection law, you may have the following rights in relation to 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 information.
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 data portability: to receive certain data in a structured, commonly used format, where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

You also have the right to make a complaint to the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. Children’s data

Our services are intended for adults who arrange domestic or commercial cleaning. We do not knowingly collect personal data from children except where it is incidental and necessary for service delivery, such as access arrangements in a family home. Where children’s data is involved, we take extra care to ensure it is handled appropriately and only for legitimate purposes.

10. 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 updated version will apply from the date it is published. We recommend reviewing this policy periodically so you remain informed about how your information is protected.

Cleaner Putney is committed to privacy, accountability, and respectful handling of personal data. If you have any concerns about how your information is used, you may review your rights and request further information in accordance with this policy.