Privacy Policy - Cleaners Treatham

Cleaners Treatham is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when providing cleaning services. It applies to all Cleaners Treatham customers in area, including prospective customers, current customers, and individuals who communicate with us about our services.

1. Who We Are

For the purposes of data protection law, Cleaners Treatham acts as the data controller for the personal data we collect and use in connection with our cleaning services. This means we determine the purposes and means of processing personal data in order to manage bookings, deliver services, handle enquiries, maintain records, and meet legal obligations.

2. Personal Data We Collect

We collect only the data that is necessary and relevant to provide our services effectively. Depending on the circumstances, this may include:

• Identity details such as your name and title.
• Contact details such as address, email address, and telephone number.
• Service details such as preferred cleaning schedule, property access instructions, and specific service requirements.
• Billing information such as payment status, invoices, and transaction history.
• Communication records such as messages, feedback, complaints, and correspondence.
• Technical data such as basic website or device information where relevant, including IP address and browser type if you interact with digital systems used by us.

We do not intentionally collect sensitive personal data unless it is strictly necessary and you have provided it, or unless we are required to process it for legal or operational reasons. If such data is ever collected, it will be handled in accordance with applicable law and with appropriate safeguards.

3. How We Use Personal Data

We process personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to arrange, deliver, and manage cleaning appointments;
• to communicate about service changes, cancellations, or updates;
• to maintain accurate records of customers and services;
• to handle invoicing, payments, and account administration;
• to deal with complaints, disputes, or service issues;
• to improve our services, quality control, and customer experience;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, staff, customers, and property from fraud or misuse.

We will only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

Under the UK GDPR and GDPR, we must have a lawful basis for processing personal data. Cleaners Treatham relies on the following lawful bases, depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing your booking, delivering cleaning services, issuing invoices, and communicating about the service you requested.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving services, maintaining customer records, preventing misuse, and managing business operations efficiently. Where we rely on legitimate interests, we assess the impact on your privacy and apply safeguards where appropriate.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, employment, insurance, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example where you agree to certain optional communications or provide additional information not required for service delivery. When we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our services. These third parties act as processors when they process data on our instructions, or as independent controllers where they determine their own purposes. We use only processors that offer appropriate data protection safeguards.

Processors or service providers may include:

• Payment processors that handle card or online payments.
• Accounting providers that assist with invoicing, financial records, and tax administration.
• Scheduling or booking systems that help manage appointments and service records.
• IT and cloud service providers that store or support business systems securely.
• Communication providers that help us send messages, updates, or service notifications.

We may also disclose data where necessary to professional advisers, insurers, regulators, law enforcement, or public authorities, if required by law or necessary to establish, exercise, or defend legal claims. We do not sell personal data.

6. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom or European Economic Area, we will take steps to ensure appropriate safeguards are in place. These may include approved contractual protections or other lawful transfer mechanisms. We aim to ensure that your personal data receives a level of protection essentially equivalent to that required under data protection law.

7. Data Retention

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

In general:

• customer service and booking records are retained for the duration of the relationship and for a reasonable period afterwards;
• financial and tax records are retained for the period required by law;
• complaints and communications are kept for as long as needed to resolve issues and maintain business records;
• data no longer required is securely deleted, anonymised, or destroyed.

Where data is retained for longer periods, this is only because it is necessary for legal obligations or legitimate business purposes. We regularly review records to ensure we do not keep information longer than necessary.

8. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis. While no system can be guaranteed completely secure, we take data protection seriously and aim to reduce risk as far as reasonably possible.

9. Your Rights

As a data subject, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

• The right to be informed about how your data is used.
• The right of access to obtain a copy of the personal data we hold about you.
• The right to rectification to correct inaccurate or incomplete data.
• The right to erasure in certain circumstances, sometimes called the right to be forgotten.
• The right to restrict processing in certain situations.
• The right to data portability for information you provided to us, where applicable.
• The right to object to processing based on legitimate interests or direct marketing.
• The right to withdraw consent where consent is the lawful basis.

You also have the right to raise concerns about how your personal data is handled. If you believe that your rights have been infringed, you may seek advice from the appropriate data protection authority. We encourage you to contact us first so that we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our cleaning services are intended for adult customers and business users. We do not knowingly collect personal data from children except where it is necessary and lawful in the context of providing services to a household or where such data is incidentally included in communications. If we become aware that we have collected data inappropriately, we will take steps to delete or protect it as required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data protection practices. Any updated version will apply from the time it is made available. We encourage customers to review the policy periodically so they remain informed about how their data is protected.

12. Summary of Key Points

Cleaners Treatham collects only the personal data needed to provide cleaning services, manage bookings, and meet legal requirements. We process data on lawful bases including contract, legitimate interests, consent, and legal obligation. We share data only with trusted processors and other necessary parties, retain it only as long as needed, and respect your rights under data protection law. This policy applies to all Cleaners Treatham customers in area.