Privacy Policy - Cleaner Uxbridge

This Privacy Policy explains how Cleaner Uxbridge collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Uxbridge customers in the area, including prospective customers, active customers, and any individual who interacts with our services. We are committed to processing personal data fairly, lawfully, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who uses or enquires about Cleaner Uxbridge services in the Uxbridge area. It covers customers, property occupants, representatives, and individuals whose data may be supplied to us when arranging cleaning services. By using our services, you acknowledge that your information may be processed as described in this policy.

2. Personal Data We Collect

We collect only the personal data needed to provide and manage our cleaning services. The categories of information we may collect include:

Identity details: name, title, and any information you provide when creating a booking or enquiry.
Contact details: address, email address, phone number, and service location.
Service information: booking preferences, cleaning instructions, access requirements, and service history.
Payment information: billing details and payment status. Payment card data may be handled by secure third-party payment providers rather than stored by us directly.
Communication records: emails, messages, call notes, feedback, complaints, and customer service interactions.
Technical information: limited data such as device or browser details if provided through online systems used for bookings or administration.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service arrangement, such as access or health-related instructions that affect how cleaning is carried out. Where such data is processed, we apply additional safeguards and only do so where legally permitted.

3. How We Use Personal Data

We use personal data to deliver services effectively and to maintain good customer administration. Typical uses include:

processing enquiries and bookings;
providing cleaning services at the requested property;
managing schedules, visits, and operational planning;
handling payments, invoices, and account administration;
responding to complaints, questions, and service feedback;
maintaining service quality and internal records;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or unlawful activity;
improving our services and customer experience.

We only process personal data for legitimate purposes and do not use it in ways that are incompatible with the reasons it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, Cleaner Uxbridge relies on the following lawful bases:

Contract: processing is necessary to provide the cleaning service you request, manage bookings, take payment, and fulfil our service obligations.
Legal obligation: processing is necessary to comply with laws relating to taxation, accounting, record keeping, or other regulatory requirements.
Legitimate interests: processing is necessary for our business interests, such as customer support, service improvement, fraud prevention, and internal administration, provided these interests are not overridden by your rights and freedoms.
Consent: where required, we rely on your explicit agreement, for example for optional communications or any special category data you voluntarily provide.

Where we rely on legitimate interests, we balance our interests against your privacy rights and only process data where it is reasonable and proportionate.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, unless a longer period is required by law. Retention depends on the type of record and why we hold it. In general:

customer booking and service records are retained for the duration of the customer relationship and for a reasonable period afterwards;
invoice, payment, and accounting records are kept for the period required by tax and financial laws;
complaints and service correspondence are retained while necessary to resolve issues and support record keeping;
information held for legal claims or dispute handling may be retained for longer where needed.

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

6. Processors and Third Parties

We may use trusted third parties to help operate our business. These parties act as processors or independent data controllers depending on the service they provide. Where processors are used, they are only permitted to process personal data on our instructions and must apply appropriate security measures.

Examples of processors may include:

booking and scheduling software providers;
payment processing services;
accounting and invoicing systems;
customer communication platforms;
IT support and secure data storage providers.

We may also share personal data where required by law, for example with tax authorities, regulators, law enforcement, or legal advisers. We do not sell personal data.

7. Data Security

We take data security seriously and use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality procedures, and restricting access to authorised personnel only. While no system can be guaranteed completely secure, we work to minimise risks and review our practices regularly.

8. Your Rights

Under data protection law, you have important rights over your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They include:

Right to be informed: to know how your data is collected and used.
Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to request deletion of your data in certain situations.
Right to restriction: to ask us to limit how we use your data in certain cases.
Right to data portability: to request that data you provided be transferred to you or another controller where legally applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making: to avoid decisions made solely by automated means where legally relevant.

If you wish to exercise any of these rights, your request will be considered in line with legal requirements and may require verification of your identity.

9. Marketing Communications

We may send limited service-related communications where necessary for administration or customer care. If we send optional marketing communications, we will do so only where permitted by law, and you may opt out at any time. We respect your preferences and aim to ensure that any non-essential communication is kept to a minimum.

10. Cookies and Similar Technologies

If we use online tools that support booking or administration, they may rely on cookies or similar technologies to function properly. These may be used for site functionality, security, and basic analytics. Where consent is required, it will be requested appropriately. You can manage cookie settings through your browser where applicable.

11. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. We only transfer data when necessary and when suitable protections are available.

12. Children’s Data

Our services are intended for adults arranging cleaning services. We do not knowingly collect personal data from children unless it is incidentally provided and necessary for service delivery, such as household access arrangements. If we become aware that we have collected child-related data without an appropriate basis, we will take steps to delete it where appropriate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any changes will take effect when published in the revised version. We encourage customers in the Uxbridge area to review this policy periodically to stay informed about how personal data is handled.

Summary of Our Commitment

Cleaner Uxbridge is committed to handling personal data responsibly, securely, and lawfully. We collect only what is necessary, use it for clear purposes, retain it only as long as needed, share it carefully with trusted processors, and respect your rights under data protection law. This policy applies to all Cleaner Uxbridge customers in the area and is designed to protect your privacy throughout every stage of our service.