Privacy Policy - Cleaners N16

Cleaners N16 is committed to protecting the privacy and personal data of all customers in the N16 area. This Privacy Policy explains how we collect, use, share, store, and protect personal information when you use our cleaning services. It applies to all Cleaners N16 customers in the area, including household and commercial clients who request, book, manage, or receive our services.

1. Who We Are

For the purposes of data protection law, Cleaners N16 acts as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal information is processed. We are committed to handling your data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect information that is necessary to provide and manage our cleaning services effectively. Depending on how you interact with us, we may collect the following categories of personal data:

Identity data: your name, and where relevant, the name of an authorised representative.
Contact data: your address, email address, and telephone number.
Service data: details about your cleaning requirements, service preferences, scheduling information, access instructions, and property details relevant to the service.
Payment data: billing and transaction information necessary to process payments and keep financial records.
Communication data: records of enquiries, complaints, feedback, and service-related correspondence.
Technical data: limited data such as IP address, device type, or browser information if you contact us through digital channels, where applicable.

We do not intentionally collect special category personal data unless it is provided by you and is genuinely necessary for a specific service request, in which case we will process it only where a lawful basis applies and additional safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

to register and manage customer requests;
to arrange, deliver, and improve cleaning services;
to communicate about bookings, changes, and service updates;
to process payments and issue invoices or receipts;
to handle queries, complaints, and customer support;
to maintain internal records and service history;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, customers, and staff from fraud or misuse.

We will always limit our use of personal data to what is relevant and necessary for the purpose in question. Cleaners N16 does not use customer data for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. We rely on one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, and processing payments.

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 record-keeping, service quality improvement, fraud prevention, and responding to enquiries.

Legal Obligation

We may process data where required to comply with legal obligations, such as tax, accounting, employment, or regulatory requirements.

Consent

Where required by law, we will ask for your consent before processing your data. If consent is used as the lawful basis, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Personal Data

We may share personal data with trusted third parties only when necessary and only for legitimate business purposes. These third parties may include:

Payment service providers who process card or online payments;
Accountants or tax advisers who assist with financial and legal compliance;
IT and software providers who support secure systems, record management, and communications;
Subcontractors or service partners who help deliver cleaning services, where applicable;
Professional advisers, including legal advisers, where necessary;
Public authorities where disclosure is required by law.

We require all processors and service providers to handle personal data securely, use it only for the services we instruct them to provide, and comply with data protection requirements. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting obligations. The length of time we retain information depends on the type of data and the reason for processing.

As a general approach:

customer and service records are retained for the duration of the business relationship and for a reasonable period afterwards;
financial records are retained for the period required by tax and accounting law;
communication records are retained as long as needed to resolve queries, service issues, or disputes;
data no longer required is securely deleted, anonymised, or archived in accordance with our retention practices.

We regularly review data retention to ensure that we do not keep personal information longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to personal data to authorised personnel only.

While we work hard to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to pose a risk to your rights and freedoms, we will act in line with our legal obligations.

8. Your Rights Under GDPR

As a data subject, you have rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

access the personal data we hold about you;
rectification of inaccurate or incomplete data;
erasure of your data in certain circumstances;
restrict the processing of your data in certain cases;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us 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 relevant supervisory authority if you believe your rights have been infringed.

We will respond to valid requests within the timeframe required by law. We may need to confirm your identity before completing your request to protect your privacy and security.

9. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications and only when necessary for providing our services. If we become aware that we have collected children’s data unlawfully, we will take appropriate steps to delete it.

10. International Transfers

In some cases, personal data may be processed by service providers located outside the UK. Where this happens, we will ensure that appropriate safeguards are in place so that your data remains protected to a standard consistent with UK GDPR requirements.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any changes will take effect when the updated policy is published. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

Cleaners N16 only processes personal data where there is a valid lawful basis, keeps it only for as long as necessary, and uses trusted processors under strict safeguards. We respect your rights and aim to handle all customer information with care, confidentiality, and accountability. This policy applies to all Cleaners N16 customers in area and is designed to ensure that your personal data is treated fairly, securely, and in compliance with GDPR principles.