Privacy Policy - Deep Cleaning Fulham

This Privacy Policy explains how Deep Cleaning Fulham collects, uses, stores, shares, and protects personal data when providing deep cleaning services to customers in the Fulham area. It applies to all Deep Cleaning Fulham customers in area, including individuals who request quotations, make bookings, receive services, or otherwise interact with us in connection with our cleaning activities.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Personal Data We Collect

We collect only the information that is necessary for operating our cleaning services, managing customer relationships, and meeting legal or contractual obligations. The categories of personal data we may collect include:

Identity information: name, title, and any preferred form of address.
Contact information: address of the property to be cleaned, billing address where relevant, telephone number, and email address.
Service information: booking details, cleaning preferences, instructions, access arrangements, and records of services requested or completed.
Payment-related information: transaction records, payment confirmations, and invoicing details. We do not intentionally store full card details unless required by a secure payment processor.
Communication records: messages, notes, complaints, feedback, and correspondence related to your booking or service.
Technical information: limited website or device data, such as IP address, browser type, and usage information, where collected through online forms or digital systems.

We generally do not seek to collect special category data. However, in limited cases, a customer may voluntarily share information that is relevant to service delivery, for example access needs or health-related instructions concerning the property. Where such information is provided, it will be handled with appropriate care and only used where necessary.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange and deliver deep cleaning services.
To manage access, scheduling, and service instructions.
To process payments, issue receipts, and maintain accounting records.
To communicate about appointments, service updates, and service-related matters.
To handle complaints, disputes, and customer support.
To maintain internal records, improve our services, and manage business operations.
To comply with tax, legal, and regulatory obligations.

We will only use your personal data for the purposes for which it was collected unless we reasonably determine that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will explain the legal basis and, where required, seek your consent.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, handling customer instructions, and issuing invoices.

Legal Obligation

We may process and retain certain information to comply with legal and regulatory requirements, including tax, accounting, and record-keeping duties.

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 and freedoms. This may include maintaining service records, improving quality, preventing fraud, managing customer communications, and protecting our business operations. We assess these interests carefully to ensure that processing remains proportionate.

Consent

In limited circumstances, we may rely on your consent, for example where it is appropriate to use optional information or to send certain non-essential communications. When we rely on consent, you have the right to withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties who act as data processors or, in some cases, independent controllers. These organisations process data only where necessary and under appropriate contractual safeguards.

Examples of processors may include:

Payment service providers for secure payment processing.
Accounting and bookkeeping providers for financial administration and compliance.
Booking, scheduling, or customer management software providers that help us organise services and customer records.
IT and cloud storage providers that support secure data storage and business systems.
Professional advisers such as accountants, insurers, or legal advisers where needed for business or legal purposes.

We may also disclose personal data if required to do so by law, regulation, court order, or a lawful request from a public authority. Where possible, we will limit such disclosures to what is necessary and appropriate.

We do not sell personal data. Any third party that processes data on our behalf is expected to follow strict confidentiality and security obligations and to use the data only for the specified purpose.

5. Data Retention

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

In general:

Customer and booking records may be kept for as long as needed to manage the service relationship and any follow-up matters.
Financial and tax records are typically retained for the period required by law.
Communication records may be kept for a reasonable period to resolve queries, complaints, or service issues.
Consent records may be kept so we can demonstrate that consent was obtained where required.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner. We review retention periods periodically to ensure they remain appropriate.

6. Your Rights

As a data subject, you have several rights under data protection law. These rights may be subject to certain conditions and exemptions, but we will always respond to requests in accordance with applicable law.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of your personal data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: you can request your data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the timeframe required by law. We may need to verify your identity before acting on a request to protect your personal data.

7. Security of Your Data

We take 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 careful selection of processors.

While we work to protect your data, no system can be guaranteed as completely secure. We therefore encourage customers to share only the information necessary for the service and to notify us promptly if they believe any information may have been compromised.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it to the standard required by law. This may include the use of approved contractual protections or transfers to jurisdictions recognised as providing adequate protection.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, 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 their data is used.

10. Summary of Our Commitment

Deep Cleaning Fulham is committed to processing customer data responsibly, securely, and only where there is a valid legal reason to do so. We aim to be transparent about our practices, keep information accurate and limited to what is necessary, and respect the rights of every customer in the Fulham area. If you provide us with personal data, we will use it only for legitimate business, legal, and service-related purposes consistent with this policy.

By using our services, you acknowledge that you have read and understood this Privacy Policy and the ways in which your personal data may be processed.