Privacy Policy - Cleaners Ealing

This Privacy Policy explains how Cleaners Ealing collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Ealing customers in the area, including individuals who request quotations, book services, receive cleaning services, or otherwise interact with us in connection with our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Cleaners Ealing is the data controller for personal data collected in connection with our services. This means we decide why and how personal information is used. We only process personal data where we have a valid legal basis and only for purposes that are necessary for delivering our services, managing our business, and meeting legal obligations.

2. Information We Collect

We may collect and process the following categories of personal data:

• Identity information such as name, title, and any relevant account or booking identifiers.
• Contact details such as address, email address, and telephone number.
• Service details such as property access instructions, cleaning preferences, requested dates, service history, and any notes necessary to provide the cleaning service.
• Payment information such as payment status, transaction references, and billing records. We do not store more payment data than is necessary.
• Communication records such as correspondence relating to enquiries, complaints, feedback, or service changes.
• Technical data that may be collected when you interact with our digital systems, such as IP address, device information, or basic usage information, where applicable.

We generally collect data directly from you when you make an enquiry, request a quote, enter into a service arrangement, or communicate with us. In some cases, data may also be provided by another person arranging services on your behalf, such as a family member, landlord, agent, or property manager.

3. How We Use Your Data

We use personal data for the following purposes:

• To provide quotations and manage bookings.
• To deliver cleaning services and related customer support.
• To record service preferences and special instructions.
• To process payments, issue invoices, and maintain financial records.
• To communicate about appointments, changes, or service-related matters.
• To respond to complaints, queries, or requests.
• To improve service quality, internal processes, and customer experience.
• To comply with legal, regulatory, accounting, or tax obligations.

We only use personal information where the use is relevant, necessary, and proportionate to the service being provided. We do not use personal data for unrelated purposes without appropriate notice or a lawful basis.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, handling payments, and addressing service issues. Without certain information, we may not be able to provide the service requested.

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. This may include maintaining accurate service records, managing customer communications, improving operations, protecting our business against fraud, and ensuring service quality. Where appropriate, we balance our interests against your privacy rights.

Legal Obligation

We may need to process and retain data to comply with legal duties, including accounting, tax, insurance, or record-keeping requirements. In these cases, processing is necessary to meet obligations imposed by law.

Consent

In limited circumstances, we may rely on your consent, for example where you have actively agreed to a specific optional communication or non-essential processing activity. You can withdraw consent at any time, without affecting the lawfulness of processing based on consent before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, where needed to operate our services. These third parties are only permitted to process data on our instructions or where they are independently responsible for their own legal obligations.

Processors may include:

• IT and cloud service providers that store or support our systems.
• Payment service providers that assist with transaction processing.
• Administrative or scheduling service providers.
• Professional advisers such as accountants, auditors, or legal advisers.

We require processors to take appropriate technical and organisational measures to protect personal data. We do not sell personal data. Where personal data is shared with independent controllers, this will be limited to what is necessary and done in accordance with data protection law.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

7. Data Retention

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

• Customer and booking records are usually retained for the duration of the service relationship and for a reasonable period afterwards.
• Financial and tax-related records are kept for the period required by law.
• Communication records may be retained for as long as needed to deal with queries, disputes, or service history.

When data is no longer required, we will securely delete, anonymise, or destroy it.

8. Data Security

We use appropriate safeguards to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These safeguards may include access controls, secure storage, staff confidentiality obligations, and limited access to records. No system can be guaranteed to be completely secure, but we work to maintain a level of security appropriate to the risks involved.

9. Your Rights

Under data protection law, you have several rights regarding your 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 data.
• Erase your personal data in certain circumstances.
• Restrict the processing of your data in certain situations.
• Object to processing based on legitimate interests or direct marketing.
• Data portability for certain information you have provided to us, where applicable.
• Withdraw consent where processing is based on consent.

You also have the right to make a complaint to the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to raise concerns directly so we can address them promptly.

10. How We Handle Special Cases

Sometimes we may receive information that is sensitive in nature, such as access requirements, health-related instructions, or safeguarding-related notes that are necessary to perform the service safely and effectively. Where this happens, we will only use such information where it is necessary and proportionate, and we will apply additional care to ensure it is handled appropriately and securely.

11. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this position changes, we will provide clear information about the logic involved, the significance of such processing, and your rights.

12. 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. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

13. Summary of Our Commitment

Cleaners Ealing is committed to protecting personal data with transparency, accountability, and care. We collect only what is needed, use it for clear and lawful purposes, retain it for appropriate periods, and work with processors that support our services responsibly. All Cleaners Ealing customers in the area are covered by this Privacy Policy, and we aim to ensure that every customer’s information is handled in a lawful and respectful manner.

Effective privacy practices are an essential part of our service, and we are dedicated to upholding them in every interaction.