Privacy Policy - Cleaner Belgravia

This Privacy Policy applies to all Cleaner Belgravia customers in the Belgravia area. It explains how we collect, use, store, share, and protect personal data when providing domestic and commercial cleaning services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Cleaner Belgravia values the privacy of every customer, visitor, and service user. We only collect the information we need to deliver our services effectively, manage customer relationships, comply with legal obligations, and improve our business operations. This Policy applies where we act as a data controller in relation to personal information collected from customers, prospective customers, and individuals who communicate with us in connection with our services.

By using our services, making an enquiry, or providing information to us, you acknowledge that your personal data may be processed as described in this Policy. We aim to keep all data accurate, secure, and limited to what is necessary for the relevant purpose.

2. Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any relevant account or booking reference.
Contact data: address within the Belgravia area, email address, phone number, and preferred method of communication.
Service data: service type, booking history, cleaning preferences, access instructions, and feedback.
Payment data: payment status, billing information, and transaction records. We do not store card details unless securely handled by a payment provider.
Technical data: device and browser information, IP address, and limited usage information if you interact with our online systems.
Communication data: emails, messages, call notes, and complaints or compliments you send to us.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request. Where such data is involved, we will only process it where a lawful condition applies and appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

to manage enquiries and bookings;
to deliver cleaning services at the correct property;
to communicate about appointments, schedule changes, or service issues;
to handle payments, invoices, and account administration;
to maintain service quality, training, and internal records;
to respond to complaints or requests;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity.

We only process data in ways that are relevant to the service we provide and we do not use it for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Cleaner Belgravia relies on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, processing payments, and communicating about your appointments.

Legitimate Interests

We may process data where it is in our legitimate interests and does not override your rights and freedoms. Examples include managing service quality, maintaining business records, responding to queries, and preventing fraud or abuse. We always consider whether our interests are balanced against your privacy rights.

Legal Obligation

We process certain information where necessary to comply with legal and regulatory duties, such as tax, accounting, insurance, or record-keeping requirements.

Consent

Where required, we may rely on your consent, for example for optional marketing communications. You may withdraw consent at any time, and doing so will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors, who assist us in operating our business. These processors may include:

payment processors for handling transactions securely;
booking and scheduling providers for appointment management;
IT and cloud service providers for secure data storage and communication systems;
accounting or bookkeeping providers for financial administration;
customer support tools used to manage messages and service requests.

We only share the minimum data required and require processors to protect personal information, act only on our instructions, and comply with data protection obligations. We do not sell your data. We may also disclose information where required by law, a court order, or to protect the rights, property, or safety of Cleaner Belgravia, our customers, staff, or others.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected. Retention periods depend on the type of data, the nature of the service, and legal obligations. In general:

customer and booking records are retained for the duration of the customer relationship and for a reasonable period afterwards;
financial and tax records are kept for the period required by law;
complaints and service correspondence are retained as long as needed to resolve issues and maintain records;
marketing consent records are kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices. We do not keep personal data indefinitely.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis. Although no system can be guaranteed completely secure, we take the protection of your information seriously and regularly review our safeguards.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. Depending on the circumstances, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain situations;
restrict the processing of your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability where processing is based on consent or contract and carried out by automated means;
withdraw consent where we rely on consent;
lodge a complaint with the Information Commissioner’s Office if you are concerned about how your data is handled.

We may need to confirm your identity before responding to a rights request. We will respond within the time limits required by law and will explain if any exception applies. Exercising your rights will not usually affect the services we provide, though some requests may limit what we can do in practice.

9. International Transfers

If any processor or system used by Cleaner Belgravia stores or accesses data outside the United Kingdom, we will take steps to ensure an adequate level of protection. This may include approved transfer mechanisms and contractual safeguards designed to protect your information.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in a household context and provided by an adult customer. If we learn that we have collected data without a proper basis, we will take appropriate steps to delete it.

11. 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 this Policy periodically so they remain informed about how we use personal data.

12. Summary of Our Commitment

Cleaner Belgravia is committed to respecting privacy and using personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors under appropriate safeguards. All Cleaner Belgravia customers in the area are covered by this Policy.

By relying on transparency, minimisation, and accountability, we aim to provide a service that is both reliable and respectful of your rights.