Privacy Policy - Cleaner Tooting

This Privacy Policy explains how Cleaner Tooting collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Tooting customers in the area, including individuals who request services, receive quotations, make enquiries, or otherwise interact with our cleaning services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Tooting provides domestic and commercial cleaning services. In the course of delivering these services, we may process personal data about customers, property occupants, payment contacts, and other relevant individuals. For the purposes of data protection law, we act as a data controller for the personal data we collect and use in connection with our services.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service-related purposes. The categories of data we may process include:

Identity data: name, title, and any preferred name.
Contact data: postal address, email address, and telephone number.
Service data: service preferences, cleaning instructions, booking history, frequency of visits, and property access information.
Payment data: payment status, invoicing records, and limited transaction details. We do not store card details unless clearly required and lawfully processed through secure payment systems.
Communication data: messages, feedback, complaints, and records of correspondence.
Technical data: basic device or browser information where a digital enquiry form or website interaction is used, if applicable.
Special category data: we do not normally seek to collect this. If it is inadvertently shared with us, such as information relating to health, disability, or access needs, we will process it only when necessary and with appropriate safeguards.

Where we receive data about another individual, such as a landlord, tenant, building manager, or family member, we will use it only for the relevant service purpose and in line with this Policy.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

make an enquiry or request a quotation;
book or amend a cleaning appointment;
provide instructions, access arrangements, or preferences;
submit feedback or a complaint;
pay for a service or request an invoice;
communicate with us by phone, email, or message.

We may also receive limited personal data from third parties where necessary for service delivery, such as property owners, managing agents, or payment providers. In all cases, we only use the data for lawful and fair purposes.

4. Lawful Basis for Processing

We will process personal data only where we have a valid lawful basis under UK GDPR. Depending on the context, our lawful bases may include:

Contract: where processing is necessary to enter into or perform a contract for cleaning services, including bookings, scheduling, invoicing, and service delivery.
Legitimate interests: where processing is necessary for our legitimate business interests, such as managing customer relationships, improving services, preventing fraud, and keeping appropriate business records, provided your rights and interests do not override those interests.
Legal obligation: where we must retain or disclose information to comply with tax, accounting, employment, or regulatory requirements.
Consent: where we rely on your clear consent, for example for certain optional communications or for handling specific sensitive information when required.

Where special category data is processed, we will identify both a lawful basis under Article 6 and an additional condition under Article 9 of the UK GDPR, or another lawful route permitted by law. We do not use personal data for automated decision-making that produces legal or similarly significant effects.

5. How We Use Personal Data

Cleaner Tooting uses personal data for the following purposes:

to provide, manage, and complete cleaning services;
to confirm bookings and attendance;
to communicate service updates, changes, and operational information;
to issue invoices, manage payments, and maintain financial records;
to respond to enquiries, complaints, and requests;
to maintain service quality and improve our operations;
to comply with legal, tax, and accounting obligations;
to protect our business, staff, customers, and property from misuse or abuse.

We will not use personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, business administration, or legal compliance. These parties act as processors or, in some cases, independent controllers. We ensure that all processors are subject to appropriate contractual obligations and process data only on our instructions, unless they are independently responsible for their own processing.

Processors and service providers may include:

payment processing providers;
booking, scheduling, or customer management systems;
IT support, hosting, and data storage providers;
accounting, invoicing, and record-keeping services;
communication tools used to send service updates or replies;
professional advisers such as accountants or legal advisers.

We may also disclose personal data where required by law, court order, regulatory request, or to prevent fraud or serious harm. We do not sell personal data.

7. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will take steps to ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protective measures recognised under applicable law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for service management, legal compliance, dispute resolution, and accounting purposes. Retention periods will vary depending on the type of information and the reason for processing.

Customer service and booking records are generally retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and invoicing records are retained for the period required by tax and accounting law.
Complaint and correspondence records may be retained for a period necessary to resolve issues and defend legal claims.

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

9. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and minimisation of data access on a need-to-know basis.

Although no system can be guaranteed completely secure, we take data protection seriously and continuously review our safeguards to reduce risk.

10. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights 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 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 situations.
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.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. We will respond to valid requests in accordance with applicable data protection law. You may also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally necessary in connection with a household service. If we become aware that we have collected data unlawfully or without proper authority, we will take appropriate steps to delete or safeguard it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how their information is used.

13. Summary of Our Commitment

Cleaner Tooting will only collect and use personal data where it is necessary, fair, and lawful. We will process information transparently, retain it only for as long as needed, share it only with appropriate processors or where legally required, and respect the rights of every customer in the area. We are committed to keeping personal data secure, relevant, and limited to what is necessary for providing a reliable cleaning service.