Privacy Policy - Cleaners Brent

This Privacy Policy explains how Cleaners Brent collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Brent customers in the area, including residential, domestic, and commercial clients who use our services or communicate with us in connection with a booking, enquiry, quotation, service visit, or ongoing contract. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We only collect personal data that is necessary to deliver our services, manage our relationship with customers, and meet legal and operational obligations. The type of information we may collect includes:

Identity information such as your name and title.
Contact information such as your phone number, email address, and service address.
Booking and service details such as cleaning preferences, appointment dates, property access instructions, and special requests.
Payment-related information such as billing records, transaction history, and payment status.
Communication records such as emails, messages, complaints, feedback, and notes about customer support interactions.
Technical information if you interact with our digital systems, including basic usage data, device type, and log information where relevant.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily or it is required for a legitimate service purpose, such as access instructions relating to health or mobility needs. Where such information is collected, we handle it with increased care and only for the specific purpose for which it was shared.

2. How We Use Personal Data

We use personal data to provide efficient and reliable cleaning services and to manage day-to-day operations. This may include:

Processing bookings, quotations, and cancellations.
Delivering cleaning services at the agreed location and time.
Managing customer accounts, invoices, and payment processing.
Responding to questions, complaints, and service issues.
Improving service quality, planning schedules, and maintaining records.
Complying with legal, tax, accounting, and insurance requirements.
Preventing fraud, misuse, or unauthorised access to our systems or premises.

We only use personal data for purposes that are compatible with the reason it was collected. We do not sell personal data and we do not use it for unrelated purposes without a lawful basis.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the activity, Cleaners Brent relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging cleaning visits, issuing invoices, and communicating about service delivery.

Legal Obligation

We process certain records where required to meet legal obligations, including tax, accounting, employment, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include service management, customer support, fraud prevention, internal record keeping, and improving our services.

Consent

In limited cases, we may rely on your consent, particularly for optional communications or where special category information is provided in circumstances where consent is the appropriate basis. If we rely on consent, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with carefully selected third parties who act as data processors or independent controllers, depending on the purpose. We only share information where necessary and only with appropriate safeguards in place.

Processors may include:

Payment providers who handle secure transaction processing.
IT and cloud service providers who host data, store records, or support business systems.
Scheduling, invoicing, and administration software providers used to manage bookings and customer records.
Professional advisers such as accountants, insurers, or legal advisers where needed.
Maintenance or subcontracted service partners where they are required to support delivery of agreed cleaning work.

All processors are expected to handle personal data securely, only on our instructions, and in compliance with applicable data protection law. Where a third party acts as an independent controller, they will be responsible for their own privacy practices.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our legal rights, prevent crime, or safeguard customers and staff.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the nature of our relationship with you.

In general:

Booking and service records are kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by applicable law.
Complaints, correspondence, and service history may be retained for dispute resolution, quality control, and legal protection.
Data that is no longer required is securely deleted, anonymised, or archived where appropriate.

We review retention regularly to ensure that information is not kept for longer than necessary. When data is no longer needed, it is securely disposed of using appropriate technical and organisational measures.

6. Data Security

We take reasonable and proportionate measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, system protections, and limited access to personal data on a need-to-know basis.

Although no method of transmission or storage is completely secure, we work to reduce risks and to maintain a high standard of data protection. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with legal requirements.

7. Your Rights

As a data subject under UK GDPR, you have rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in specific situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond in accordance with legal requirements. In some cases, we may need to retain certain information where there is a lawful reason to do so.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children for service-related purposes. If we become aware that we have inadvertently received such data, we will take appropriate steps to delete or safeguard it as required.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

10. Summary of Our Commitment

Cleaners Brent is committed to processing personal data responsibly, securely, and only when necessary. We collect the minimum information needed to provide cleaning services, rely on appropriate lawful bases, work with trusted processors, retain data for limited periods, and respect your rights under data protection law. Our approach is guided by fairness, transparency, and respect for your privacy.