Privacy Policy - Cleaner Roehampton

This Privacy Policy explains how Cleaner Roehampton collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Roehampton customers in the Roehampton area, including private households, regular cleaning clients, one-off customers, and anyone who requests or receives cleaning services from us.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the information we need, use it for clear purposes, and keep it only for as long as necessary.

1. Who We Are

Cleaner Roehampton is a cleaning service provider that processes personal data in order to deliver and manage our services. In data protection terms, we act as the data controller for the personal information we collect from our customers, prospective customers, and website or enquiry users where applicable.

This policy covers the personal information processed in connection with service bookings, customer communication, invoicing, service management, complaints, and legal compliance.

2. Personal Data We Collect

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

Identity data: name, title, and any details needed to identify you.
Contact data: address, email address, telephone number, and preferred communication method.
Service data: cleaning preferences, property access details, appointment history, special instructions, and service notes.
Billing data: payment status, invoices, transaction records, and related financial information.
Communication data: messages, call notes, complaint records, and feedback.
Technical data: if you interact with any digital systems we use, basic technical information such as device or browser details may be collected for security or performance purposes.

We do not knowingly collect more information than is necessary. We also do not intentionally collect special category data unless it is required and you have provided it voluntarily, for example where you tell us about allergies, sensitivities, or access needs that affect safe service delivery.

3. How We Use Your Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to arrange bookings and confirm service times;
to communicate with customers about appointments, service changes, or follow-up matters;
to issue invoices, receive payments, and keep financial records;
to respond to enquiries, requests, and complaints;
to maintain service quality and customer satisfaction;
to comply with legal, accounting, and regulatory obligations;
to prevent fraud, misuse, or unauthorised access to our systems or services.

We use your personal data only for legitimate business purposes connected with delivering our cleaning services and operating our business responsibly.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Cleaner Roehampton relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, taking instructions, and handling payment-related administration.

Legal Obligation

We may process data where necessary to comply with legal obligations, including accounting, tax, record-keeping, and other regulatory requirements.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided your rights and freedoms do not override those interests. Examples include business administration, service improvement, safeguarding our operations, handling complaints, and preventing fraud or misuse. When relying on legitimate interests, we consider the impact on your privacy and process data in a proportionate way.

Consent

In limited situations, we may rely on your consent, for example if we need permission to use optional information that is not required for service delivery. Where consent is used, you may withdraw it at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they handle data on our behalf, or as independent controllers where they determine their own purposes.

Examples of processors may include:

accounting and bookkeeping providers;
payment service providers;
customer communication or scheduling tools;
IT support and data storage services;
security and system administration providers.

Where processors are used, they are required to protect personal data, act only on our instructions, and apply appropriate security measures. We do not sell your personal data.

We may also disclose data if required by law, to a regulator, or to law enforcement agencies where necessary and lawful. If our business structure changes, for example through a sale or reorganisation, personal data may be transferred as part of that process, subject to legal protections.

6. Data Retention

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

Customer and service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Billing and accounting records: retained for the period required by tax and financial regulations.
Complaint or dispute records: retained until the matter is resolved and for a further period where needed for evidence or legal claims.
Consent-based data: kept until consent is withdrawn or the data is no longer needed.

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

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of records.

While no method of transmission or storage is completely risk-free, we work to protect personal data to a standard that is reasonable and appropriate for the type of information processed.

8. Your Rights

Under data protection law, you have several 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: you can ask us to delete your data in certain situations.
Right to restriction: you can request limited use of your data in certain cases.
Right to object: you can object to processing based on legitimate interests.
Right to data portability: you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

You also have the right to raise concerns with the UK data protection authority if you believe your personal data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue quickly and fairly.

9. Children’s Data

Our services are directed to adults. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a customer’s household and only where necessary for service delivery or safety. If we learn that we have collected data inappropriately, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the time it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitment

Cleaner Roehampton takes privacy seriously. We only collect the personal data needed to provide our cleaning services, process it under a valid lawful basis, protect it with appropriate safeguards, and retain it only for as long as required. We also respect your rights and aim to be transparent in all our data-handling practices.

Last reviewed: this policy is intended for use by Cleaner Roehampton customers in the Roehampton area.