Privacy Policy - Cleaners Wimbledon

This Privacy Policy explains how Cleaners Wimbledon collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Wimbledon area. It applies to all Cleaners Wimbledon customers in the area, including residential, domestic, and related service users. We are committed to handling personal information lawfully, fairly, and transparently in accordance 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 any individual who uses, enquires about, books, or receives services from Cleaners Wimbledon in the area. It also applies to people who communicate with us on behalf of a household, landlord, tenant, property manager, or business customer where our services are arranged for a property in Wimbledon. If you provide personal information to us, or if your information is shared with us by someone arranging services for your property, this policy explains how we process that data.

2. Information we collect

We collect only the personal data necessary to provide our services effectively and responsibly. The types of information we may collect include:

Identity details such as your name or the name of the person booking the service.
Contact information such as address details and communication preferences.
Service information including property access instructions, cleaning preferences, appointment times, and notes relevant to the service.
Payment and billing information where required to process transactions, issue invoices, or maintain financial records.
Communication records such as messages, service requests, complaints, and feedback.
Technical data if you interact with our digital systems, such as device or usage data used for security and performance purposes.

We do not intentionally collect sensitive personal data unless it is strictly necessary for a specific service issue or legal requirement. If such information is ever provided to us, it will be handled with additional care and only where a lawful basis exists.

3. How we use your data

We use personal data for the following purposes:

To arrange, deliver, and manage cleaning services.
To confirm bookings, reschedule appointments, and respond to service requests.
To process payments, maintain records, and manage invoices.
To communicate about service updates, access requirements, or issues relating to an appointment.
To handle complaints, disputes, and customer support queries.
To meet legal, regulatory, accounting, and tax obligations.
To protect our business, customers, staff, and property from fraud, misuse, or security risks.

We only use your data for purposes that are compatible with the reason it was collected. We do not sell personal data.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis before processing personal data. Cleaners Wimbledon relies on the following bases depending on the situation:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, handling payment, and communicating about your service.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving service quality, preventing fraud, securing our systems, and managing routine administration. We always assess whether our interests are proportionate and appropriate.

Legal obligation

We may process information where required to comply with legal duties, including tax records, accounting requirements, insurance obligations, and lawful requests from authorities.

Consent

In limited cases, we may ask for your consent, for example where we process optional information for a purpose not covered by another lawful basis. If consent is used, you may withdraw it at any time.

5. Sharing your information

We may share personal data only when necessary and only with trusted third parties acting as processors or independent data controllers in accordance with the law. Examples include:

Payment providers who help process transactions securely.
IT and software providers who support scheduling, record-keeping, security, or communications.
Professional advisers such as accountants, auditors, insurers, or legal advisers.
Regulatory, tax, or law enforcement bodies where disclosure is required by law.

Where we use processors, we ensure they act only on our instructions, maintain appropriate security, and meet GDPR standards. We do not allow processors to use your data for their own purposes.

6. International transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to a standard required by data protection law.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, or as long as required by law. Retention periods depend on the type of information and the reason for processing.

Service records are generally retained for the period needed to manage the customer relationship and address any issues arising from the service.
Financial and accounting records are retained for the period required by tax and bookkeeping laws.
Communication records may be kept for a reasonable period to handle complaints, follow up on bookings, or evidence service arrangements.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We review retention regularly to ensure information is not kept longer than necessary.

8. Security of your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful supplier selection. While no system is completely risk-free, we take reasonable steps to safeguard the data entrusted to us.

9. Your rights

As a data subject under UK GDPR, you have a number of rights regarding your personal data. These rights may be subject to legal limitations in certain circumstances.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data where there is no lawful reason to keep it.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – you may request your data in a usable format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle your data. If you believe your rights have been infringed, you may complain to the relevant data protection authority. We encourage you to contact us first so we can attempt to resolve any issue promptly and fairly.

10. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is provided by an adult customer as part of a lawful booking or household arrangement. Where children’s data may incidentally be involved, we process it only as necessary and with appropriate safeguards.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process data. Any updated version will apply from the date it is published. We encourage customers in the Wimbledon area to review this policy periodically to stay informed about how their information is handled.

12. Fair processing statement

Cleaners Wimbledon is committed to treating personal data with respect, care, and accountability. We aim to keep our information practices clear and proportionate, and to use data only where we have a valid reason to do so. Our approach is based on minimisation, necessity, security, and transparency. If data is no longer needed, we will not keep it without good reason. If you share information with us, you can expect it to be handled responsibly and in line with applicable data protection law.

This policy is intended to provide a clear privacy notice for customers receiving services in Wimbledon and surrounding area arrangements handled by Cleaners Wimbledon.