Privacy Policy - Wandsworth Cleaners

This Privacy Policy explains how Wandsworth Cleaners collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Wandsworth area. It applies to all Wandsworth Cleaners customers in the area, including individuals, households, landlords, tenants, and business clients who request our services or interact with us in connection with those services.

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 explains what information we collect, why we collect it, the lawful basis we rely on, how long we keep it, who we share it with, and what rights you have over your data.

1. Data We Collect

We collect only the data necessary to arrange, deliver, manage, and improve our cleaning services. The types of information we may collect include:

Identity data, such as your name or the name of your organisation;
Contact data, such as address, email address, and telephone number;
Service data, such as cleaning preferences, property access instructions, service dates, visit history, and booking details;
Payment data, such as billing records and transaction references; we do not retain full card details where payment processing is handled by a third party;
Communications data, such as messages, complaints, feedback, and notes relating to service requests;
Technical data, such as IP address or device information if you communicate with us through digital systems;
Special category data, only where strictly necessary and usually indirectly, for example information about allergies, mobility needs, or health-related access requirements that affect how services are delivered.

We usually collect personal data directly from you when you make an enquiry, request a quote, book a cleaning service, complete a form, send a message, or otherwise interact with us. In some cases, we may receive your details from a landlord, letting agent, property manager, business client, or other authorised person who has arranged services on your behalf.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations, schedules, and service arrangements;
to perform cleaning services at the requested property or location;
to manage bookings, cancellations, amendments, and service follow-ups;
to process payments, invoices, and account records;
to communicate with you about service delivery, access, or changes;
to respond to complaints, enquiries, and customer support requests;
to maintain internal records, quality standards, and operational efficiency;
to meet legal, tax, accounting, insurance, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity;
to improve our services and customer experience.

We only use personal data for the purpose for which it was collected unless we reasonably consider that another compatible purpose is required or permitted by law.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging visits, carrying out cleaning services, processing payments, and managing service-related communications.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, record-keeping, customer support, internal reporting, service quality monitoring, and fraud prevention.

Legal Obligation

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

Consent

Where required, we will rely on your consent, for example for certain optional communications or for the handling of specific health-related information if it is not otherwise covered by another lawful basis. You may withdraw consent at any time, but this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests

In exceptional circumstances, we may process relevant personal data where necessary to protect someone’s vital interests, such as in an emergency involving an immediate safety issue.

4. Sharing Data and Processors

We may share personal data with trusted third parties only when necessary and only to the extent required to deliver our services or comply with the law. These third parties act either as processors or, in some cases, as independent controllers.

Examples of processors may include:

booking and scheduling systems;
payment processing providers;
accounting and invoicing platforms;
customer communication tools;
IT support and data hosting providers;
document storage and backup services.

Processors only act on our instructions and are contractually required to protect personal data, keep it confidential, and use it only for the specified purpose. We do not sell personal data.

We may also disclose data where necessary to:

law enforcement authorities or regulators;
courts or legal advisers;
insurers or claims handlers;
landlords, property managers, or business clients where they arranged the service and are entitled to receive relevant service information;
professional advisers such as accountants or auditors, where required.

Where data is shared, we take reasonable steps to ensure appropriate safeguards are in place.

5. Retention of Personal Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, reporting, and dispute-resolution requirements. Retention periods vary depending on the type of data and the purpose of processing.

Customer booking and service records may be retained for the duration of the service relationship and for a further period where needed for disputes, warranty issues, or service history;
Financial and accounting records are typically retained for the period required by tax and accounting law;
Complaints and communication records may be retained for a reasonable period to help resolve issues and improve service;
Inactive records are reviewed periodically and securely deleted or anonymised when no longer required.

When data is no longer needed, we will securely delete, anonymise, or destroy it in line with our retention practices.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of data handling practices.

While we work to protect your personal information, no system can be guaranteed completely secure. If a data incident occurs that affects your rights and freedoms, we will take appropriate action and notify relevant authorities and affected individuals where required by law.

7. Your Rights

You have several rights under data protection law in relation to your personal data. Depending on the circumstances, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain situations;
restrict processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us, where applicable;
withdraw consent where processing is based on consent.

You also have the right to raise a concern with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly and fairly.

8. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult with authority to do so. If we become aware that we have collected data from a child without appropriate permission, we will take steps to delete it where required.

9. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects. If this changes in the future, we will update this policy and explain the logic involved, the significance, and the consequences for you.

10. Changes to This Privacy Policy

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

11. Summary of Our Commitment

Wandsworth Cleaners handles personal data with care, lawfulness, and transparency. We collect only what is needed to deliver cleaning services, rely on appropriate lawful bases, keep information only for as long as required, use trusted processors under contract, and respect your rights under data protection law. This policy applies to all Wandsworth Cleaners customers in the area and forms part of our commitment to responsible and privacy-conscious service delivery.

We believe privacy should be straightforward, respectful, and consistent with the expectations of every customer we serve.