Privacy Policy - Streatham Cleaners

Effective for all Streatham Cleaners customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use Streatham Cleaners services. It applies to all customers in Streatham and the surrounding area who engage our cleaning services, request quotes, make bookings, or otherwise interact with us. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope of this Privacy Policy

This policy applies to personal data processed in connection with our cleaning services, customer enquiries, booking management, service delivery, billing, and related administrative activities. It covers data collected from customers, prospective customers, household representatives, building managers, and other individuals who communicate with us regarding our services. By using Streatham Cleaners, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We only collect information that is necessary for providing our services, managing our relationship with you, and meeting our legal obligations. The categories of personal data we may collect include:

Identity information: name, title, and any relevant identification details required for service administration.
Contact information: address, email address, telephone number, and preferred contact method.
Service information: property access notes, cleaning preferences, booking history, and instructions relevant to the work requested.
Payment and billing information: transaction records, invoice details, and payment status. We do not retain unnecessary financial data beyond what is required for accounting and record-keeping.
Communication data: emails, messages, complaint records, feedback, and notes from customer support conversations.
Technical and usage data: limited information such as device type or interaction logs where relevant to secure and improve our administrative systems.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where access arrangements or health-related instructions are voluntarily shared to support safe service delivery. In such cases, we handle that information with additional care and only where permitted by law.

3. How We Use Your Data

We use personal data for legitimate business and legal purposes connected to our services. These purposes include:

processing enquiries and providing quotes;
creating and managing bookings;
delivering cleaning services at your premises;
communicating service updates, confirmations, and operational notices;
issuing invoices and managing payments;
maintaining service quality, responding to complaints, and improving customer experience;
protecting our business, employees, and customers from fraud, misuse, or security incidents;
meeting tax, accounting, insurance, and regulatory obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that another compatible purpose is necessary and lawful.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, Streatham Cleaners relies on one or more of 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 services, and handling billing.

Legal Obligation

We process data where necessary to comply with legal requirements such as tax, accounting, record retention, or responding to lawful requests from authorities.

Legitimate Interests

We process certain data where it is in our legitimate interests to do so and where those interests are not overridden by your rights and freedoms. This may include customer service administration, business record management, service improvement, and fraud prevention.

Consent

In limited situations, we may rely on your consent, such as where you voluntarily provide optional information that is not required for service delivery. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and with appropriate safeguards in place. Our processors may include:

Payment service providers for secure transaction handling;
Accounting and bookkeeping providers for financial administration;
Customer management and scheduling software providers for booking and communication support;
IT and cloud storage providers for data hosting, system maintenance, and backup services;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Public authorities if required by law or in response to a valid legal request.

All processors are required to protect personal data, process it only on our instructions, and use it solely for the specified purpose. We do not sell personal data to third parties.

6. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. These measures are designed to keep your information secure and subject to standards consistent with UK data protection law.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this policy and to meet legal, accounting, or operational requirements. Retention periods may vary depending on the type of data and the reason it was collected. For example:

customer and booking records are kept for the period needed to manage the service relationship and resolve disputes;
financial and tax records are retained for the period required by law;
complaints and correspondence may be retained for a reasonable period to support service quality and legal protection;
unused enquiry records may be deleted after a suitable period if no ongoing relationship develops.

When data is no longer required, we will delete, anonymise, or securely archive it in line with our retention practices.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. Subject to legal limits, these may include:

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 where applicable;
Right to restrict processing: to ask us to limit how we use your data in certain circumstances;
Right to data portability: to receive certain data in a structured, commonly used format;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

We will respond to rights requests within the time limits required by law and may need to verify your identity before processing your request.

9. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, and regular review of data handling practices. While no system can be guaranteed completely secure, we are committed to maintaining a high standard of protection.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in relation to household service arrangements. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, service practices, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how their personal data is handled.

12. Your Responsibility

You are responsible for providing accurate information and notifying us of any important changes that may affect the services we provide. If you share personal data about another person, you should ensure you have the right to do so and that they are aware of this policy where appropriate.

13. Summary of Our Commitment

At Streatham Cleaners, we treat personal data with care, confidentiality, and respect. We collect only what we need, use it for lawful and clearly defined purposes, retain it for appropriate periods, and protect it with suitable safeguards. This Privacy Policy applies to all Streatham Cleaners customers in the area and is intended to give you clear information about how your data is handled when you choose our services.