Privacy Policy - Cleaner Wimbledon

This Privacy Policy explains how Cleaner Wimbledon collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Cleaner Wimbledon customers in the Wimbledon area, including prospective customers, active customers, and anyone who interacts with us in relation to our cleaning services. We are committed to handling personal data fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

Cleaner Wimbledon respects your privacy and takes data protection seriously. When you use our services, request a quote, make a booking, communicate with us, or otherwise engage with us, we may process information that identifies you directly or indirectly. This policy sets out what information we collect, why we collect it, how long we keep it, who we share it with, and what rights you have over your personal data.

We aim to ensure that all processing is lawful, fair, and limited to what is necessary for the purposes described in this policy.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services and managing our relationship with you. Depending on how you interact with us, we may collect the following categories of information:

Identity information: your name and, where relevant, company or property name.
Contact information: address, email address, and phone number.
Service information: details about the cleaning services you request, booking preferences, access instructions, and property-related notes.
Payment-related information: billing details and transaction records, though payment card details are generally processed by secure third-party payment providers rather than stored by us directly.
Communication records: emails, messages, call notes, and any feedback or complaints you submit.
Technical information: limited information such as device or browser details if you interact with our online systems.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific legitimate reason, such as safeguarding access arrangements or health-related cleaning instructions. Where such data is collected, we will only process it where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to process bookings, quotes, invoices, and payments;
to communicate with you about your service;
to handle complaints, queries, and service-related issues;
to maintain business records and comply with legal obligations;
to improve our services, customer experience, and operational efficiency;
to protect against fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with those explained in this policy without first identifying a lawful basis for doing so.

4. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, delivering cleaning work, sending invoices, and communicating about the service.

Legitimate Interests

We may process your data where it is in our legitimate interests to do so and where those interests are not overridden by your rights and freedoms. Examples include service quality management, record keeping, responding to enquiries, and maintaining business security. When relying on legitimate interests, we consider whether the processing is proportionate and necessary.

Legal Obligation

We may process and retain certain data to comply with legal and regulatory duties, such as accounting, tax, insurance, or safeguarding requirements.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional marketing communications or certain non-essential processing. If we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or to comply with the law. These third parties act either as processors or independent controllers depending on the circumstances.

Processors are organisations that process data on our instructions and under contractual safeguards. They may include:

payment service providers;
booking or scheduling software providers;
email or communications service providers;
IT hosting, cloud storage, and system support providers;
professional advisers such as accountants or legal advisers where needed.

We require processors to keep personal data secure, use it only for specified purposes, and comply with applicable data protection law. We do not sell your personal data.

We may also disclose data if required by law, regulation, court order, or to protect our legal rights, employees, customers, or the public.

6. Data Retention

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

Customer and service records: kept for the duration of the customer relationship and for a reasonable period afterwards for business administration and dispute resolution.
Financial and accounting records: retained for the period required by tax and accounting laws.
Communications and complaints: retained for as long as needed to resolve queries, maintain service records, or defend legal claims.
Marketing preferences: retained until you opt out or until the information is no longer needed.

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

7. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to personal data to people who need it for their work.

While no system can be guaranteed to be completely secure, we regularly review our practices to help reduce risk and respond appropriately to incidents.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply 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 data.
Right to erasure: in certain cases, you can ask us to delete your data.
Right to restriction: you can ask us to limit how we use your data in some 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 information 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.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before acting on your request.

9. Children’s Data

Our cleaning services are not directed at children, and we do not knowingly collect personal data from children as part of our ordinary business activities. If we become aware that data has been collected from a child without appropriate authorisation, we will take reasonable steps to delete it.

10. International Transfers

Where any service provider stores or processes data outside the United Kingdom, we will ensure appropriate safeguards are in place as required by law. These safeguards may include standard contractual clauses 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 obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how your personal data is handled.

12. Summary of Your Data Protection Commitments

This policy is designed to ensure transparency and accountability in the way Cleaner Wimbledon handles personal data. We only collect data that is necessary, use it for defined and lawful purposes, share it only when required, and keep it only for as long as needed. We also recognise the importance of your rights and will take steps to respect and uphold them.

By using Cleaner Wimbledon services in the Wimbledon area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.