Privacy Policy - Deep Cleaning Putney

This Privacy Policy explains how Deep Cleaning Putney collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Putney customers in the area, including residential and commercial clients, as well as any individual who enquires about, books, receives, or otherwise uses our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or communicating with us, you acknowledge that your personal information may be processed as described in this Policy. We encourage you to read it carefully so you understand what information we collect, why we collect it, and what rights you have.

1. Data We Collect

We only collect personal data that is necessary for providing and managing our services, meeting our legal obligations, and improving our operations. The types of data we may collect include:

Identity information such as your name, title, and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Service information such as booking details, property access instructions, preferred cleaning schedule, and service history.
Payment-related information such as billing records and transaction references. We do not store full card details unless provided through a secure third-party payment processor.
Communication records including emails, messages, complaints, feedback, and notes from calls or service discussions.
Technical data if you interact with us electronically, such as IP address, device type, browser details, and usage information, where applicable.
Special instructions you may provide about the service location, safety concerns, allergies, access arrangements, or other relevant preferences.

We generally collect data directly from you when you make an enquiry, request a quotation, confirm a booking, communicate with us, or use our services. In some cases, we may receive personal data from third parties, such as property managers, letting agents, employers, or payment providers, where this is necessary to deliver the service or process payment.

2. How We Use Personal Data

We process personal data for specific and limited purposes. These include:

Providing quotations and arranging bookings;
Delivering cleaning services at the requested property or premises;
Managing customer accounts and service records;
Processing payments, invoices, and refunds;
Communicating with customers about appointments, changes, and service updates;
Handling complaints, disputes, and service quality issues;
Meeting legal, tax, insurance, and accounting obligations;
Protecting our business, staff, customers, and property;
Improving our services, processes, and customer experience;
Maintaining records for operational and administrative purposes.

We do not use personal data for purposes that are incompatible with those listed above unless we have a lawful basis to do so or have informed you in advance.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of personal data we process. Depending on the circumstances, Deep Cleaning Putney may rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering cleaning services, sending invoices, and managing service-related communications.

Legal obligation

We may process data where required to comply with legal and regulatory duties, such as accounting, tax, insurance, or record-keeping obligations.

Legitimate interests

We may process 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 operations, improving services, preventing fraud, and maintaining internal records.

Consent

In limited situations, we may rely on your consent, for example for certain marketing communications where required by law. Where consent is used, you may withdraw it at any time.

We will only process special category data where it is necessary and where an additional condition under data protection law applies. If you provide such information voluntarily, we will handle it with appropriate care and only for the purpose for which it was shared.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as data processors when they process information on our behalf and under our instructions. Examples may include:

Payment service providers who handle secure payment processing;
Accounting and bookkeeping providers who support financial administration;
IT, hosting, and cloud service providers who store or maintain business systems;
Communication providers who facilitate emails, messages, or booking notifications;
Scheduling or customer management tools used to organise appointments and records;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Public authorities where required by law or to protect our rights.

We require processors to safeguard personal data, process it only for specified purposes, and apply appropriate technical and organisational security measures. We do not sell personal data.

In some cases, we may need to share limited information with property owners, landlords, tenants, or access coordinators to complete the service effectively. Where appropriate, we do so on the basis of contract, legitimate interests, or consent.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason we hold it.

Customer and booking records are generally retained for the duration of the service relationship and for a reasonable period afterwards for administrative and legal purposes.
Invoice, payment, and accounting records are usually retained for the period required by tax and accounting laws.
Communication records may be retained for as long as needed to manage enquiries, resolve disputes, or maintain service history.
Marketing records are retained until you withdraw consent or object, where applicable.

When personal data is no longer required, we will securely delete, anonymise, or archive it in a way that prevents unauthorised use.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and regular review of our handling practices. While no system is completely risk-free, we take data protection seriously and work to reduce the likelihood and impact of any incident.

7. Your Rights

As a data subject, you have a number of rights under data protection law. Subject to legal limitations, these include:

The right of access to request a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete information;
The right to erasure in certain circumstances, often called the right to be forgotten;
The right to restrict processing in certain situations;
The right to object to processing based on legitimate interests or direct marketing;
The right to data portability for data you provided to us in a structured, commonly used format where applicable;
The right to withdraw consent where processing is based on consent;
The right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

To exercise your rights, you may make a request using the appropriate channels available to you. We may need to verify your identity before responding. We will aim to deal with requests within the time limits required by law.

8. International Transfers

If any of our processors or service providers store or access 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 other lawful transfer mechanisms where applicable.

9. Children’s Data

Our services are not intended to be directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service request made by a parent, guardian, or responsible adult. Where we become aware that data has been collected inappropriately, we will take steps to delete or otherwise handle it in accordance with applicable law.

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 operational needs. The revised version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how we handle personal data.

11. Summary of Our Commitments

Deep Cleaning Putney is committed to protecting the privacy of its customers in the area. We collect only the data we need, use it for clear and lawful purposes, share it only with trusted processors or where legally required, and keep it only for as long as necessary. We respect your rights and aim to handle all personal information responsibly, securely, and transparently.

Important notice: This Privacy Policy applies to all Deep Cleaning Putney customers in the area and should be read alongside any service terms that govern bookings or service arrangements. If you have questions about how your data is used, you may review your rights and our practices at any time through the relevant service channels.