Privacy Policy - Cleaners E8

This Privacy Policy explains how Cleaners E8 collects, uses, stores, and protects personal data in connection with the services we provide. It applies to all Cleaners E8 customers in the area and to anyone who uses, enquires about, or receives our cleaning services. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

We understand that privacy is important. This policy sets out what data we may collect, the lawful basis for processing it, how long we keep it, when we may share it with processors, and the rights individuals have over their information. By using our services, you acknowledge that your personal data may be processed as described below.

1. Information We Collect

We collect only the data that is necessary to provide and manage our services, communicate effectively, and meet legal obligations. The types of information we may collect include:

Identity details such as name and, where relevant, business name.
Contact details including address, email address, and telephone number.
Service information such as property access instructions, cleaning preferences, service history, and appointment details.
Billing and payment information necessary to process invoices or payments.
Communication records including messages, complaints, feedback, and service-related correspondence.
Technical data where you interact with digital systems used to manage bookings or enquiries, such as device or browser information.

We do not intentionally collect special category data unless it is strictly necessary and a valid legal basis applies. If such information is ever provided to us, we will handle it with additional care and only for a lawful purpose.

2. How We Use Personal Data

We use personal data for specific and limited purposes related to our business operations. These include:

providing cleaning services and managing bookings;
communicating about appointments, service changes, and customer requests;
issuing invoices, recording payments, and maintaining accounts;
handling customer queries, complaints, and service feedback;
improving our service quality, planning, and internal administration;
meeting legal, tax, accounting, and insurance requirements;
preventing fraud, misuse, or other unlawful activity.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, Cleaners E8 may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, managing access details, and delivering the cleaning services requested.

Legitimate Interests

We may process data where it is in our legitimate business interests to do so, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining records, dealing with customer communications, and protecting our business from abuse or fraud.

Legal Obligation

We may process personal data when required to comply with legal obligations, such as tax, accounting, regulatory, or insurance-related requirements.

Consent

In limited situations, we may ask for your consent, for example where consent is the most appropriate basis for certain optional communications. Where we rely on consent, you may withdraw it at any time.

We only process personal data where we have a clear and lawful reason to do so.

4. Data Retention

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

Service records are typically retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and invoice records are retained for the period required by tax and accounting laws.
Communication records may be retained for as long as needed to resolve issues and manage the customer relationship.
Consent-based records are kept until consent is withdrawn or the data is no longer required.

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a responsible manner.

5. Processors and Data Sharing

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

payment processing and financial administration;
accounting and record-keeping;
IT systems, cloud storage, and software support;
communication tools used to send service-related messages;
professional advisers such as accountants or insurers where necessary.

We require processors to implement appropriate security measures and to protect personal data from unauthorised access, loss, or misuse. We do not sell personal data.

In some cases, we may also share information where required by law, to respond to lawful requests, or to protect the rights, property, or safety of Cleaners E8, our customers, or others.

6. Data Security

We take appropriate technical and organisational measures to safeguard personal data. These measures are designed to reduce the risk of accidental loss, unauthorised access, alteration, or disclosure. Security controls may include access restrictions, secure storage, password protection, and staff awareness measures.

Although we take reasonable steps to protect personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we work to maintain a high standard of protection.

7. Your Rights

Data protection law gives individuals a number of rights in relation to their personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your personal data in certain circumstances;
Restrict how we use your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent where processing relies on consent;
Complain to the relevant data protection authority if you believe your rights have been infringed.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

8. Children’s Data

Our services are intended for adult customers and property occupiers arranging cleaning services. We do not knowingly collect personal data from children except where it is incidental and necessary for service delivery in a household setting. Where this occurs, we process such data carefully and only to the extent required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is made effective. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Summary of Key Principles

Cleaners E8 is committed to using personal data fairly, securely, and only where there is a lawful basis to do so. We collect information needed to provide cleaning services, manage customer relationships, and comply with legal obligations. We retain data only for as long as necessary, use processors carefully, and respect the rights of individuals whose data we handle. This policy applies to all Cleaners E8 customers in the area and forms part of our commitment to responsible and transparent data protection practices.