Privacy Policy - Cleaners Queenspark

Cleaners Queenspark is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information relating to our customers and prospective customers. It applies to all Cleaners Queenspark customers in the area, including anyone who enquires about, books, receives, or pays for our cleaning services.

1. Introduction

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This means we only collect and use personal information where we have a valid lawful basis, we keep it secure, and we retain it only for as long as necessary.

This policy applies to information we receive directly from you, information you provide when making an enquiry or booking, and information generated through the delivery of our services. It also applies to information we may receive from third parties where permitted by law.

2. Data We Collect

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

Identity information such as your name and title.
Contact details including your address, email address, and telephone number.
Service information such as details of the cleaning services requested, service dates, access instructions, and preferences.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, complaint history, and service-related correspondence.
Technical data such as basic website or device usage information if you interact with our digital services, where applicable.
Special category data only where necessary and lawfully permitted, for example if you voluntarily provide information relevant to health, accessibility, or security arrangements.

We do not intentionally collect more information than is needed to provide our services. Please do not submit unnecessary sensitive data unless it is directly relevant to the service.

3. How We Use Personal Data

We use personal data to operate our business and provide cleaning services effectively. Typical uses include:

handling enquiries and providing quotations;
managing bookings and scheduling services;
delivering cleaning services and managing access arrangements;
processing payments, invoices, refunds, and account records;
responding to questions, complaints, or service requests;
maintaining service quality and internal records;
meeting legal, tax, accounting, and regulatory obligations;
protecting our business, staff, customers, and property from fraud, misuse, or security risks.

We only use your personal data for specified, legitimate purposes. If we need to use it for a new purpose that is incompatible with the original reason, we will explain this to you and, where required, seek consent or identify another lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, issuing invoices, and communicating about scheduled work.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, maintaining accurate records, preventing fraud, managing customer relationships, and protecting our business operations.

Legal Obligation

We process certain data to comply with legal duties, such as accounting requirements, tax rules, record-keeping obligations, and responding to lawful requests from public authorities.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for optional communications or where you provide sensitive information that is not otherwise necessary for the service. When we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our business or to comply with law. These parties act either as data processors or independent controllers, depending on the nature of the service.

Processors are third parties that process data on our instructions. They may include:

payment service providers;
accounting and bookkeeping providers;
IT, cloud storage, and software service providers;
communication platforms used for booking, email, or messaging;
professional advisers such as lawyers or accountants where needed.

We require processors to protect personal data and to process it only for the purposes we specify. They must implement appropriate security measures and must not use your data for their own purposes.

We may also disclose information where required by law, to law enforcement, regulators, courts, insurers, or other authorised bodies. If a business reorganisation, transfer, or sale occurs, personal data may be shared as part of that process subject to legal safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including the need to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer service records are usually retained for as long as needed to manage the relationship and resolve disputes.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable period to support service history and complaint handling.
Consent-based information is kept until consent is withdrawn or the purpose ends.

When personal data is no longer required, we will delete, anonymise, or securely destroy it. We review retention practices regularly to ensure data is not kept longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff training, and limited access to data on a need-to-know basis.

While we take reasonable steps to protect information, no system can be guaranteed to be completely secure. If a personal data breach occurs and it creates a risk to your rights and freedoms, we will take appropriate action in line with legal requirements.

8. Your Rights

As a data subject, you have a number of rights under data protection law. These rights are subject to conditions and exemptions in certain circumstances.

Right of access – you may ask for a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may ask us to delete your data where there is no valid reason for keeping it.
Right to restriction – you may request that we limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with legal time limits. We may need to verify your identity before acting on your request.

9. Children’s Data

Our services are intended for adults or authorised representatives arranging services on behalf of a property or household. We do not knowingly collect personal data from children unless it is necessary and provided lawfully by a parent, guardian, or responsible adult.

10. International Transfers

If any of our service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place to protect your information in line with applicable data protection law. These safeguards may include adequacy regulations or approved contractual protections.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

Cleaners Queenspark processes personal data fairly, lawfully, and transparently. We collect only what we need, use it for legitimate service and business purposes, keep it secure, and retain it only as long as necessary. We respect your rights and aim to handle all personal information responsibly for every customer in the area.

This Privacy Policy is designed to support GDPR compliance and to explain how personal information is handled in connection with Cleaners Queenspark services.