Privacy Policy - Cleaner Greenwich

This Privacy Policy explains how Cleaner Greenwich collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Greenwich area. It applies to all Cleaner Greenwich customers in the area, including domestic, office, and one-off cleaning clients, as well as anyone who makes an enquiry, request, or booking for services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important notice: By using our services, making an enquiry, or providing us with personal information, you acknowledge that your data may be processed as described in this policy.

1. Who We Are

Cleaner Greenwich is the data controller for the personal data covered by this policy. This means we determine why and how your personal information is processed in connection with our cleaning services. We only process data that is necessary for managing bookings, delivering services, handling payments, maintaining service quality, and meeting legal obligations.

2. Personal Data We Collect

We collect and process personal data directly from you, from our service interactions, and in some cases from third parties involved in delivering the service. The type of data we collect depends on the nature of the service requested.

Categories of data collected

• Identity data: name, title, and, where necessary, business name.
• Contact data: address, email address, telephone number, and service location details.
• Booking and service data: details of your cleaning requirements, preferred dates and times, access instructions, and service history.
• Payment data: transaction details, payment status, and billing records. We do not keep card details unless this is required for secure payment processing by a third-party provider.
• Communication data: messages, enquiries, complaints, feedback, and notes from service-related discussions.
• Technical and usage data: limited data collected through our digital systems, such as device information, browser information, and logs if used for security or operational purposes.
• Special category data: we do not intentionally collect sensitive personal data. If you voluntarily provide such information, we will only process it where there is a lawful basis and a clear need to do so.

We aim to collect only the information that is relevant and necessary.

3. How We Use Personal Data

We use your data for the following purposes:

• to register and manage your booking;
• to provide cleaning services at the agreed property or location;
• to confirm schedules, service requirements, and access arrangements;
• to process payments, issue invoices, and maintain financial records;
• to communicate with you about service updates, changes, or issues;
• to handle complaints, disputes, or service recovery;
• to maintain internal records and service quality;
• to comply with legal, accounting, tax, and regulatory obligations;
• to protect against fraud, misuse, or unauthorised access;
• to improve our operations and customer experience.

We do not sell your personal data. Any use of data is limited to what is necessary for lawful service delivery and business operations.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Cleaner Greenwich relies on the following lawful bases, depending on the activity involved:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, confirming service details, and processing payments.

Legal obligation

We may process data to comply with legal and regulatory obligations, including tax, accounting, record-keeping, and any lawful requests from authorities.

Legitimate interests

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

Consent

In limited cases, we may rely on your consent, for example where it is needed for optional communications or specific uses not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted processors and service providers that help us run our business and deliver services. These third parties are required to process data only on our instructions and to apply appropriate safeguards.

Examples of processors may include

• Payment processors: to handle secure transactions and payment verification.
• Booking and scheduling providers: to manage appointments and service allocation.
• IT and hosting providers: to store data securely and support communication systems.
• Accounting and bookkeeping providers: to support invoices, records, and financial administration.
• Customer service tools: to manage enquiries, feedback, and service communications.
• Professional advisers: such as lawyers, insurers, or accountants where necessary for compliance or business management.

We may also disclose data where required by law, to enforce our agreements, or to protect the rights, property, or safety of Cleaner Greenwich, our customers, staff, or others. If data is transferred outside the UK, we will ensure appropriate safeguards are in place.

6. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

Typical retention approach

• Booking and service records: kept for the duration of the customer relationship and for a reasonable period afterwards for business administration and dispute handling.
• Payment and accounting records: retained for the period required by tax and accounting law.
• Communication records: kept as long as needed to manage the enquiry, complaint, or service issue, and then deleted or archived where appropriate.
• Marketing-related data: retained until you withdraw consent or object, where consent is the lawful basis.

When data is no longer needed, we will delete, anonymise, or securely archive it.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited staff access, password protection, and confidentiality obligations for those who handle personal data.

While no system is completely secure, we take reasonable steps to protect the information entrusted to us.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis and circumstances of processing.

Your rights 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 data.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to ask us to limit how we use your data in certain cases.
• Right to data portability: to receive certain data in a structured, commonly used format where applicable.
• 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 valid requests within the legal timeframe and may ask for information to verify your identity before processing the request.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is incidental to providing services at a household or property. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

11. How to Raise Concerns

If you have concerns about how your personal data is handled, you may raise them with us so that we can review and address the matter. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

12. Summary of Our Commitments

Cleaner Greenwich is committed to protecting the privacy of all customers in the Greenwich area. We collect only the information needed to deliver and manage cleaning services, use it under a valid lawful basis, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to handle every personal data matter with care, fairness, and transparency.

By using Cleaner Greenwich services, you confirm that you have read and understood this Privacy Policy.