Privacy Policy - Cleaners E14

This Privacy Policy explains how Cleaners E14 collects, uses, stores, shares, and protects personal data relating to all Cleaners E14 customers in the area. It applies to anyone who uses our cleaning services, requests a quotation, makes an enquiry, or otherwise interacts with us in connection with those services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all individuals and households in the Cleaners E14 area who use our services, including regular domestic cleaning, one-off cleaning, end-of-tenancy cleaning, and other related cleaning arrangements. It also applies where a customer acts on behalf of another person, such as a landlord, tenant, managing agent, or family member. If you provide personal data to us in connection with a service, this policy describes how that information is handled.

2. Information we collect

We collect only the personal data that is relevant and necessary for providing and managing our services. The types of information we may collect include:

Identity details such as name and title
Contact details such as address, email address, and telephone number
Service information such as cleaning preferences, appointment details, property access instructions, and service history
Billing and payment information where needed to process transactions or issue invoices
Communication records such as messages, enquiries, feedback, complaints, and booking notes
Technical data such as basic website or device information if you contact us through online means

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless another lawful basis applies. For example, you may choose to tell us about access needs, allergies, or other service-related requirements. Where such data is shared, we treat it with extra care and confidentiality.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotes
To create, manage, and deliver cleaning bookings
To communicate changes, confirmations, reminders, or service updates
To process payments, refunds, or invoices
To manage customer accounts and service preferences
To handle complaints, disputes, and service quality issues
To comply with legal, accounting, and regulatory obligations
To improve our services, operations, and customer experience

We only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and the law allows it.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing personal data. Cleaners E14 relies on the following bases:

Performance of a contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing services, sending confirmations, and processing payments.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, record keeping, fraud prevention, service improvement, and responding to customer enquiries. We always consider whether the processing is proportionate and necessary.

Legal obligation

We process data where required to meet legal duties, such as tax, accounting, consumer law, or record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent, for example if you choose to provide optional information not essential to the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

5. Data sharing and processors

We do not sell personal data. However, we may share certain information with trusted third parties when necessary to deliver our services or meet legal obligations. These third parties may act as data processors or independent controllers depending on the context.

Examples of processors and service providers may include:

Payment processing services
Booking and scheduling systems
Invoice and accounting software providers
IT, hosting, and cloud storage providers
Customer communication tools used for emails or messages
Professional advisers such as accountants or legal advisers

When we use processors, they are only permitted to act on our instructions, must keep data secure, and must not use it for their own unrelated purposes. We take reasonable steps to ensure that any processor we use provides appropriate safeguards. Where personal data is transferred outside the UK, we will ensure that appropriate legal protections are in place.

6. Data retention

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

As a general approach:

Customer service and booking records are kept for as long as needed to manage the service relationship and handle follow-up matters
Financial records are retained for the period required by tax and accounting law
Complaints or dispute-related records are retained for the time needed to resolve them and defend legal claims if necessary

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We do not keep data indefinitely without a valid purpose.

7. Security of your information

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved. While no system can be guaranteed to be completely secure, we work to maintain a high standard of protection and limited access to personal data on a need-to-know basis.

8. Your rights

Depending on the circumstances and the legal basis being used, you have several rights in relation to your personal data. These may include the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete information
Erase your data in certain situations
Restrict the processing of your data in certain situations
Object to processing based on legitimate interests
Data portability in certain cases where processing is based on consent or contract and carried out by automated means
Withdraw consent where consent is the basis for processing

You also have the right to raise concerns about how your data is handled and to lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

9. Children’s data

Our services are intended for adult customers and households. We do not knowingly collect personal data from children except where it is unavoidably provided in the course of arranging a service for a household. If we become aware that we have collected children’s data without a proper basis, we will take steps to delete it where appropriate.

10. Automated decision-making

We do not carry out automated decision-making that has legal or similarly significant effects on customers. Any service decisions are made by people, taking account of the information necessary to deliver the cleaning service properly.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. Any updates will take effect when published in revised form. We recommend reviewing this policy periodically so that you remain informed about how your information is processed.

12. Summary of our approach

Cleaners E14 handles customer data responsibly, with respect for privacy and legal compliance. We collect only necessary information, use it for clear and legitimate purposes, share it only with trusted processors where needed, and keep it only for as long as required. We are committed to protecting the rights of every customer in the area and ensuring that personal data is managed transparently, securely, and lawfully.