Privacy Policy - Cleaners Greenwich

This Privacy Policy explains how Cleaners Greenwich collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Greenwich customers in the area, including prospective customers, current customers, and former customers who have used our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaners Greenwich provides residential and commercial cleaning services. In the course of delivering these services, we may process personal data relating to customers, property occupants, suppliers, and other individuals connected to a booking or service request. For the purposes of data protection law, Cleaners Greenwich acts as a data controller for the personal data described in this policy.

2. Personal Data We Collect

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

Identity information such as your name, title, and any relevant account or booking identifier.
Contact details such as email address, telephone number, billing address, and service address.
Service information such as cleaning preferences, booking history, service notes, instructions, and access arrangements.
Payment information such as limited billing details and transaction records. We do not intentionally store full card details unless required through a secure payment provider.
Communications such as messages, complaints, feedback, and records of any correspondence.
Technical information where applicable, such as device or browser details if you interact with us online.
Special category data only in limited circumstances and only where necessary, for example if you voluntarily provide information about health, access needs, or other sensitivities relevant to service delivery.

We do not seek to collect more data than is needed for scheduling, delivering, billing, and improving our services. You should avoid sharing unnecessary sensitive information unless it is relevant to the cleaning service requested.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings.
To communicate with customers about appointments, changes, and service updates.
To process payments and maintain financial records.
To respond to questions, complaints, and feedback.
To maintain service quality, staff training, and internal records.
To meet legal, regulatory, tax, and accounting obligations.
To prevent fraud, misuse, or unauthorised access.
To improve our business operations and customer experience.

Cleaners Greenwich uses data only for the purposes for which it was collected, unless a compatible and lawful reason applies.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, providing services, issuing invoices, and managing customer requests.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing operations, improving services, securing our systems, and handling basic customer service records.

Legal Obligation

We may process and retain certain information to comply with legal obligations, such as tax rules, accounting requirements, or lawful requests from authorities.

Consent

In some situations, we may rely on your consent, especially for optional uses of data or certain types of sensitive information. Where we rely on consent, you may withdraw it at any time.

Vital Interests and Special Category Data

In rare cases, we may process special category data where necessary to protect vital interests or where another lawful basis under Article 9 of the UK GDPR applies. This is only done when strictly required and with appropriate safeguards.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for business operations and service delivery. These third parties act as processors or, in limited cases, separate controllers. Processors are only allowed to process personal data on our instructions and must protect it appropriately.

Examples of processors and service providers may include:

Payment processors that handle secure transaction processing.
Booking and scheduling providers that support appointment management.
IT and cloud storage providers that host business systems and records.
Communication providers that help us send service-related messages.
Accounting or bookkeeping providers that assist with financial records and tax compliance.

We may also disclose personal data if required by law, to defend legal claims, or to protect the rights, property, or safety of our customers, staff, or the public. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including service administration, legal compliance, and dispute resolution. Retention periods may vary depending on the type of data and the purpose of processing.

Customer and booking records are generally retained for the period needed to manage the service relationship and for a reasonable time afterwards.
Financial and tax records are kept for the period required by law.
Complaint and communication records may be kept to evidence service history and handle queries.
Security or access-related records are kept only as long as needed for safety and operational reasons.

When data is no longer required, it is deleted, anonymised, or securely archived in line with our retention practices. We review retention needs regularly to avoid keeping information longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risk wherever possible.

8. Your Rights

As a data subject under the UK GDPR, you have several rights regarding your personal data. These rights may be limited in certain circumstances, but we will always assess your request carefully.

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 information.
Right to erasure – you can request deletion of your personal data where there is no lawful reason for us to keep it.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to data portability – you can request that certain information be provided to you or another controller in a structured format.
Right to object – you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are intended for adults and households arranging cleaning services. We do not knowingly collect personal data from children unless it is incidentally included in service instructions or household details provided by an adult customer. Where such information is received, it is treated with care and only used for legitimate service purposes.

10. 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 processing practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

Cleaners Greenwich is committed to lawful and transparent data handling. We collect only what we need, use it for clear and legitimate purposes, share it only with trusted processors when necessary, retain it for appropriate periods, and respect your rights under data protection law. This Privacy Policy applies to all Cleaners Greenwich customers in area and is designed to support trust, accountability, and compliance.