Privacy Policy - Cleaners Shepherdsbush

This Privacy Policy explains how Cleaners Shepherdsbush collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Shepherdsbush customers in the area, as well as people who enquire about our services, book appointments, or interact with us in connection with domestic or commercial cleaning services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaners Shepherdsbush provides cleaning services to customers in Shepherdsbush and the surrounding area. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is processed. This means we are responsible for ensuring that your information is used appropriately and only for valid purposes.

2. Personal Data We Collect

We collect only the information needed to provide and manage our cleaning services, respond to enquiries, and meet our legal obligations. The categories of data we may collect include:

Identity data such as your name.
Contact data such as your address, email address, and telephone number.
Service details such as property access instructions, cleaning preferences, appointment dates, and service history.
Billing and payment data such as payment confirmations, invoicing details, and transaction records.
Communication data such as correspondence, feedback, complaints, and service-related notes.
Technical data where applicable, such as basic website or device information if you interact with digital forms or messages.

We do not intentionally collect special category data unless it is necessary and you have provided it, or unless required by law. For example, if you voluntarily share information about allergies, sensitivities, or access needs so we can safely carry out services, we will treat that information with extra care.

3. How We Use Your Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings.
To confirm appointments and service requirements.
To issue invoices, process payments, and keep financial records.
To communicate with you about service changes or updates.
To handle complaints, queries, and requests.
To maintain internal records and improve service quality.
To comply with legal, tax, accounting, and regulatory obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law allows us to do so.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under GDPR. Depending on the circumstances, our lawful bases may include:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, processing payments, and communicating about the service.

Legal obligation

We may process data where we are required to do so by law, including tax, accounting, record-keeping, and other compliance obligations.

Legitimate interests

We may process certain 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 managing our business operations, improving our services, preventing fraud, and keeping appropriate internal records.

Consent

In some situations, we may rely on your consent, particularly where processing is optional and not required for a contract or legal obligation. If we rely on consent, you have the right to withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties who act as processors on our behalf. These parties are only allowed to process your information according to our instructions and are required to keep it secure.

Examples of processors or third-party service providers may include:

Payment providers who help process transactions securely.
Accounting or bookkeeping services that assist with financial administration.
IT and cloud service providers that support data storage, communication, or business systems.
Administrative support providers that help manage bookings or customer records.

We may also disclose personal data where necessary to comply with legal requirements, enforce our agreements, protect our rights, or respond to lawful requests from authorities. We do not sell 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 meeting legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason it was collected.

In general:

Customer service and booking records are kept for as long as needed to manage services and resolve related queries.
Financial and invoicing records are retained for the period required by law.
Communication records may be retained for a reasonable time to handle disputes or service issues.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, unlawful access, misuse, alteration, or disclosure. These measures are designed to be proportionate to the nature of the information we hold and the risks involved.

Although no system can be guaranteed to be completely secure, we work to reduce risks and maintain responsible information handling practices.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the legal basis and circumstances of the 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 certain situations.
Right to object – you can object to processing based on legitimate interests in certain cases.
Right to data portability – you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to raise concerns directly with us first so we can address them promptly.

9. Children’s Data

Our services are intended for adults and households. We do not knowingly collect personal data from children except where it is incidentally provided as part of service arrangements and only where necessary and appropriate. If we become aware that we have collected information about a child in error, we will take reasonable steps to delete it.

10. International Transfers

If any service provider processes data outside the UK, we will ensure that appropriate safeguards are in place to protect your information in line with applicable data protection law. Such safeguards may include approved contractual protections or other lawful transfer mechanisms.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or communicated, as appropriate. We encourage you to review this policy periodically so you remain informed about how your data is used.

12. Summary of Our Commitments

Cleaners Shepherdsbush is committed to processing personal data responsibly, lawfully, and securely. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain information only as long as necessary, use trusted processors under contract, and respect your rights under data protection law. Our aim is to handle customer information with transparency, care, and respect at every stage.