Privacy Policy - Clapham Cleaner

Last updated: This Privacy Policy explains how Clapham Cleaner collects, uses, stores, and protects personal data when providing cleaning services to customers in the Clapham area. It applies to all Clapham Cleaner customers in area, including anyone who makes an enquiry, receives a quote, books a service, or otherwise interacts with us.

1. Who We Are

Clapham Cleaner is a service provider offering residential and commercial cleaning services. For the purposes of the UK GDPR and the Data Protection Act 2018, we act as a data controller in relation to the personal data we collect and use to manage our services, operate our business, and meet our legal obligations.

2. Information We Collect

We collect only the data that is necessary and proportionate for delivering our services and managing our customer relationship. The types of personal data we may collect include:

Identity details: name, title, and any preferred form of address.
Contact details: phone number, email address, and service address.
Booking information: service type, appointment dates, frequency of cleaning, access instructions, and customer preferences.
Payment information: limited payment and billing details needed to process invoices and payments.
Communications: messages, complaints, feedback, and service notes.
Technical information: basic website or device data if you contact us through online forms, such as IP address or browser details, where applicable.
Special category data: we do not intentionally collect special category data. However, in limited circumstances, a customer may voluntarily share information that reveals health conditions, access needs, or other sensitive information relevant to service delivery. Where this occurs, we handle it carefully and only where necessary.

We do not seek to collect more data than is needed. If you choose not to provide certain information, we may not be able to deliver a booking or respond properly to your request.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, confirm, and manage cleaning appointments;
to deliver cleaning services at the agreed location;
to process payments, send invoices, and manage account records;
to handle customer support, complaints, and follow-up communication;
to keep records of services provided and preferences for future bookings;
to meet legal, tax, accounting, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity;
to improve our operations and service quality.

We will only use your personal data in a way that is compatible with the purposes for which 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 context, Clapham Cleaner relies 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, delivering cleaning services, sending invoices, and managing customer requests.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our customer relationships, preventing fraud, improving service quality, and maintaining internal records.

Legal Obligation

We may process data where it is necessary to comply with legal requirements, such as tax rules, accounting duties, or lawful requests from public authorities.

Consent

Where we rely on your consent, such as for optional marketing communications or the use of certain non-essential processing activities, you may withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Where special category data is involved, we will only process it if a valid condition under data protection law applies, such as explicit consent or necessity in connection with legal claims or obligations. We apply extra care to such data.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal or operational requirements. Retention periods may vary depending on the type of information and the reason it is held.

Customer and booking records: kept for the duration of the customer relationship and for a reasonable period afterwards to manage follow-up queries, service history, and disputes.
Financial and tax records: retained for the period required by law.
Communication records: retained as long as needed to resolve issues or maintain service quality.
Marketing preferences: retained until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We do not keep data indefinitely.

6. Processors and Third Parties

We may share personal data with trusted third-party service providers who process data on our behalf. These organisations act as processors and are only permitted to use your data according to our instructions and applicable law. Examples may include:

payment service providers that help process transactions;
booking, scheduling, or customer management systems;
email or communication service providers;
accounting or bookkeeping providers;
IT, cloud storage, and data backup providers;
professional advisers such as lawyers, insurers, or accountants.

We may also disclose personal data where required by law, or where necessary to protect our rights, property, staff, customers, or the public. We do not sell personal data.

7. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains protected. This may include using lawful transfer mechanisms and contractual safeguards designed to maintain an adequate level of security and privacy.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data-handling practices. While no system can be guaranteed to be completely secure, we take privacy and security seriously and aim to protect data at all times.

9. Your Rights

Under data protection law, you have important rights in relation to your personal data. These rights may include:

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

Important: Some rights are subject to legal exceptions and may not apply in every case. We will explain any refusal or limitation where relevant.

10. How to Exercise Your Rights

If you wish to exercise any of your rights, you should make a clear request describing the information or action you want. We may need to verify your identity before responding. We will aim to respond within the time limits set by law and will keep you informed if we need additional time due to complexity or volume.

11. Complaints

If you are unhappy with how we use your personal data, you have the right to raise a concern and request clarification. You also have the right to complain to the UK data protection regulator if you believe your data protection rights have been infringed. We encourage customers to contact us first so we can try to resolve the matter promptly and fairly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, business practices, or the services we provide. Any revised version will apply from the date it is published. We encourage you to review this policy periodically so that you remain informed about how we handle your personal data.

13. Summary of Our Commitment

Clapham Cleaner is committed to respecting privacy, using personal data lawfully, and keeping information secure. We collect only what we need, retain it only as long as necessary, and share it only with trusted processors or where required by law. We aim to be transparent and fair in all our data practices, and we recognise the importance of safeguarding the personal data of every customer in the Clapham area.

In short: we process customer data responsibly, rely on clear lawful bases, and support your rights under GDPR with care and respect.