Privacy Policy - Deep Cleaning Shoreditch

This Privacy Policy explains how Deep Cleaning Shoreditch collects, uses, stores, shares, and protects personal data in connection with its cleaning services. It applies to all Deep Cleaning Shoreditch customers in the area, including prospective clients, current customers, former customers, and anyone who interacts with us in relation to our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information needed to provide our services, manage our business, and meet our legal obligations. The types of data we may collect include:

Identity data: name, title, and any relevant business name.
Contact data: address, email address, telephone number, and service location details.
Service information: details about the cleaning service requested, access arrangements, property instructions, and service preferences.
Billing and transaction data: payment records, invoice information, and payment status.
Communication data: correspondence with us by phone, email, text message, or written communication.
Technical data: limited information such as device or browser details if collected through digital systems used to manage enquiries or bookings.
Security and incident data: records related to complaints, property access issues, or service disputes.

We do not intentionally collect special category data unless it is necessary and lawful to do so, for example where such information is voluntarily provided and relevant to a specific service arrangement. Where this occurs, we will apply additional safeguards.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, confirm bookings, and deliver cleaning services;
to manage customer accounts and service records;
to communicate about appointments, changes, cancellations, or service issues;
to process payments and maintain financial records;
to respond to questions, complaints, and support requests;
to improve service quality, training, and customer experience;
to comply with legal, regulatory, tax, and insurance requirements;
to protect our business, staff, customers, and property;
to defend or establish legal claims where necessary.

We only use personal data where we have a valid reason to do so and where the use is limited to what is necessary for the purpose stated.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, we rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, preparing service arrangements, completing the cleaning service, and dealing with payment and invoicing.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that those interests do not override your rights and freedoms. This may include managing customer relationships, preventing fraud, maintaining operational records, improving services, and ensuring site and staff safety.

Legal Obligation

We may process data where needed to comply with legal obligations, including tax, accounting, insurance, employment, and regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where it is specifically required for a particular form of communication or optional service. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Data and Processors

We may share personal data with trusted third parties where necessary for business operations, legal compliance, or service delivery. These third parties act as processors or, in some cases, independent controllers. We only share the minimum data required and take steps to ensure appropriate protection.

Examples of processors may include:

Payment service providers: for processing card payments and financial transactions.
Accounting and bookkeeping providers: for managing invoices, records, and tax compliance.
IT and cloud service providers: for secure storage, email, scheduling, and administrative systems.
Customer administration tools: for booking management, service coordination, and record keeping.
Professional advisers: such as accountants, insurers, or legal advisers where needed for legitimate business purposes.

We require processors to handle data securely, only in accordance with our instructions, and in compliance with data protection law. We do not sell personal data.

5. International Transfers

If any processor stores or accesses data outside the UK, we will take appropriate safeguards to protect your information. These safeguards may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, reporting, and insurance obligations. Retention periods depend on the type of information and the reason for holding it.

Customer and service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Communication and complaint records: retained for as long as needed to resolve issues and manage potential claims.
Marketing permissions: retained until you withdraw consent or object, where applicable.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access restrictions, secure storage, staff confidentiality obligations, and regular review of our data handling practices. Although no system can be guaranteed entirely secure, we take data protection seriously and work to reduce risk.

8. Your Rights

Depending on your location and the circumstances, you may have the following rights under data protection law:

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

We will respond to valid requests within the time limits set by law. In some cases, we may need to retain certain information despite a request if required by law or if we have a lawful reason to keep it.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children in the ordinary course of our services. If we become aware that we have received such data without appropriate authorisation, we will take steps to delete or protect it as required by law.

10. Complaints and Supervisory Authority

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly and fairly. You also have the right to seek guidance or make a formal complaint directly to the supervisory authority in your jurisdiction.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any changes will take effect when published. We recommend reviewing this policy periodically to stay informed about how your personal data is handled.

12. Summary of Our Commitment

Deep Cleaning Shoreditch is committed to respecting your privacy and protecting your personal information. We collect only the data we need, use it for clear and lawful purposes, retain it only for necessary periods, and share it only with trusted processors when required. We aim to keep your information secure and to ensure your rights are respected at every stage.

This policy applies to all Deep Cleaning Shoreditch customers in the area.