Privacy Policy - Cleaner Earlscourt

This Privacy Policy explains how Cleaner Earlscourt collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaner Earlscourt customers in the area, including private households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using Cleaner Earlscourt services, you acknowledge that your personal information may be processed as described in this policy. We only collect and use data that is necessary for the delivery, administration, and improvement of our services. We also take steps to ensure that personal data remains accurate, secure, and retained only for as long as needed.

1. Data We Collect

We collect personal data directly from customers, prospective customers, and, in some cases, from third parties that help us provide our services. The type of data collected depends on how you interact with us and the services requested.

Information you provide to us

Identity details such as your name and title.
Contact details such as address, phone number, and email address.
Service details including cleaning preferences, access instructions, appointment times, and property type.
Billing and payment information where needed to process invoices and payments.
Communication records such as emails, messages, complaints, feedback, and service requests.

Information we collect automatically

When you interact with us through digital or phone-based communication systems, we may collect limited technical information such as service logs, call records, and system usage data. This may include the date, time, and nature of the interaction, but only to the extent needed for service management, quality control, or security.

Information from third parties

We may receive information from payment providers, subcontractors, landlords, letting agents, or other authorised representatives where this is necessary to fulfil a booking or manage a service relationship. We only use such information for legitimate business purposes and in line with this policy.

2. How We Use Personal Data

Cleaner Earlscourt uses personal data for specific and limited purposes. We do not sell personal data, and we do not use it in ways that are incompatible with the reasons it was collected.

To provide and manage cleaning services.
To schedule appointments and coordinate access to properties.
To prepare quotations, invoices, and payment records.
To communicate about service changes, reminders, or issues.
To respond to enquiries, complaints, and customer support requests.
To maintain service quality, training, and internal administration.
To comply with legal, tax, insurance, and regulatory obligations.
To protect against fraud, misuse, or unauthorised access.

We use personal data only where we have a valid legal reason to do so and where doing so is necessary, proportionate, and relevant to our services.

3. Lawful Basis for Processing

Under the UK GDPR, we must identify a lawful basis for each processing activity. Cleaner Earlscourt relies on the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes booking services, carrying out cleaning work, issuing invoices, and managing customer accounts.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing business operations, improving service quality, handling internal record-keeping, preventing fraud, and responding to customer queries.

Legal obligation

We may process personal data when needed to comply with legal obligations, such as tax rules, accounting requirements, health and safety obligations, or lawful requests from public authorities.

Consent

In limited situations, we may rely on consent, for example where we use data for optional communications or other non-essential purposes. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing that took place before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties that act as data processors or independent controllers, but only when necessary and with appropriate safeguards.

Processors we may use

Payment processors to handle card or online payments securely.
Booking and scheduling providers to manage appointments and service planning.
IT and cloud service providers to store data, maintain systems, and support communications.
Accountancy and tax service providers to support financial administration and compliance.
Subcontracted cleaners or service partners where required to fulfil a booking.

All processors are required to handle personal data only on our instructions, to use it only for the agreed purpose, and to apply appropriate security measures. We do not allow processors to use your personal data for their own unrelated purposes.

We may also disclose personal data where required by law, court order, regulatory duty, or where disclosure is necessary to establish, exercise, or defend legal claims.

5. Data Retention

Cleaner Earlscourt keeps personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Customer service records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be retained for as long as needed to resolve queries, support service quality, or defend legal claims.
Technical and security logs are retained only for a limited period unless a longer period is needed for investigation or compliance.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and regular review of our data handling practices.

While we take reasonable steps to protect information, no system can be guaranteed to be completely secure. If a personal data breach occurs, we will assess the risk and take action in line with applicable law.

7. Your Rights

As a data subject under the UK GDPR, you have important 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.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and is carried out by automated means.
Withdraw consent at any time where processing relies on consent.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data has been handled unlawfully. We encourage customers to raise concerns directly so that we can address them promptly and fairly.

8. Children’s Data

Cleaner Earlscourt services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary to carry out a service requested by a parent, guardian, or authorised adult representative. Where children’s data is involved, we apply additional care and only process what is strictly necessary.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically so they remain informed about how their data is used.

10. Summary of Key Points

Cleaner Earlscourt processes personal data to deliver and manage cleaning services across the area.
We collect only necessary information such as identity, contact, service, billing, and communication data.
Our lawful bases include contract, legitimate interests, legal obligation, and consent where applicable.
We share data only with trusted processors and where required by law.
We retain data only as long as needed and then securely delete or anonymise it.
You have rights over your data, including access, correction, deletion, objection, and portability.

Cleaner Earlscourt is committed to respecting your privacy and protecting your personal data. We aim to ensure that all processing is transparent, limited, and proportionate to the services we provide.