Wandsworth Cleaners Privacy Policy

This Privacy Policy explains how Wandsworth Cleaners collects, uses, stores and protects personal data relating to our customers and prospective customers in the Wandsworth area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Wandsworth Cleaners customers and potential customers within our service area, regardless of how you contact us or use our services, including in person, by post, through online forms, or by any other communication method.

Who we are and scope of this policy

Wandsworth Cleaners provides domestic and commercial cleaning services within the Wandsworth area. For the purposes of data protection law, we act as the data controller in relation to the personal data that we collect and use about our customers.

This Privacy Policy covers personal data relating to individuals who use or enquire about our cleaning services, including household customers and contacts at business customers. It does not apply to information that cannot be used to identify you.

Types of personal data we collect

We only collect personal data that is necessary for us to provide our services, manage our business, and comply with the law. The categories of data we may collect include:

Identification and contact details such as your name, address, service address if different, and general contact details necessary to communicate with you and deliver our services.

Service and booking information such as details of the services you request, property type, access instructions, preferred dates and times, frequency of cleaning, special requirements, and records of completed visits.

Billing and payment related details such as information needed to issue invoices, record payments, and manage any refunds or credits. We do not store full payment card numbers; where payment card services are used, these are processed by third party payment providers acting as processors.

Communication records such as information contained in emails, letters, enquiry forms, and notes from telephone or in person conversations, including complaints and feedback.

Technical and usage data where relevant, such as basic information collected when you visit or interact with our website or online booking tools, including pages viewed and the time and date of visits.

How we collect personal data

We collect personal data directly from you when you request a quote, make a booking, contact us with a question, give us feedback, or otherwise communicate with us about our services.

We may also receive limited personal data from third parties where it is lawful to do so, for example where a landlord, letting agent or employer arranges cleaning services on your behalf and provides your contact details and service address so that we can perform the services.

Purposes and lawful bases for processing

We process your personal data only when we have a lawful basis to do so under the UK GDPR. The purposes for which we process your data and the corresponding lawful bases include:

To provide and manage our cleaning services. We use your identification, contact and service information to prepare quotes, confirm bookings, deliver services at the correct address, and communicate about appointments. The lawful basis is performance of a contract or taking steps at your request prior to entering into a contract.

To manage payments, billing and accounting. We use your billing and transaction information to issue invoices, process payments, record transactions and comply with financial and tax obligations. The lawful basis is performance of a contract and compliance with legal obligations.

To respond to enquiries and provide customer service. We process the information you supply in communications to answer your questions, handle complaints, and provide ongoing support. The lawful basis is performance of a contract or legitimate interests in managing customer relationships.

To improve our services and business operations. We may use service information and feedback, often in aggregated or anonymised form where possible, to review quality, train staff and develop our services. The lawful basis is our legitimate interests in running and improving our business, provided that these are not overridden by your rights.

To send service-related notifications. We may send reminders, updates about booked services, or information about important changes to our terms or policies. The lawful basis is performance of a contract or legitimate interests in keeping customers informed.

To comply with laws and handle disputes. We may process personal data as required by law, regulation, court order or to establish, exercise or defend legal claims. The lawful basis is compliance with a legal obligation or our legitimate interests.

Data sharing and processors

We do not sell your personal data. We share your personal data only where necessary, on a limited basis, and subject to appropriate safeguards.

We may share your data with trusted third party service providers who act as data processors on our behalf. These may include providers of payment processing services, accounting and bookkeeping tools, appointment and scheduling systems, cloud storage or email services, and information technology support.

Where we use processors, we ensure that written agreements are in place requiring them to keep your data secure, to use it only in accordance with our instructions, and to comply with data protection law.

We may also need to share information with professional advisers such as accountants or legal advisers, and with law enforcement or regulatory bodies where required by law or to protect our rights, property or the safety of our staff and customers.

Data retention

We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy and to meet our legal and regulatory obligations.

Customer account and service records are generally retained for the duration of your relationship with us and for a period afterwards, so that we can respond to queries, maintain accurate financial records and meet tax and accounting requirements. This period will usually be up to six years after the end of the relevant financial year, unless a longer retention period is required by law or is necessary for the establishment, exercise or defence of legal claims.

Enquiry information from prospective customers who do not go on to use our services may be kept for a shorter period that is appropriate to the nature of the enquiry and our legitimate interests in managing potential business opportunities.

When data is no longer required, we will securely delete or anonymise it so that it can no longer be linked back to an identifiable individual.

Data security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

These measures may include access controls so that only authorised staff can view or use relevant data, physical safeguards for paper records, the use of secure systems for electronic data, and staff training on data protection and confidentiality.

While we work hard to protect your data, no system can be guaranteed to be completely secure. We therefore encourage you to take your own precautions when sharing information with us and when communicating electronically.

International transfers

Where our service providers or their systems are located outside the United Kingdom, your personal data may be transferred to and processed in other countries. In such cases, we will ensure that appropriate safeguards are in place to protect your data, such as using countries that have been recognised as providing an adequate level of protection or entering into contracts that include standard data protection clauses.

Your data protection rights

Under the UK GDPR and related legislation, you have a number of rights in relation to the personal data that we hold about you. These rights may be subject to certain conditions and legal exemptions, but we will always consider and respond to any request you make.

Right of access. You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data and certain other information.

Right to rectification. You have the right to ask us to correct inaccurate personal data about you and to complete incomplete data.

Right to erasure. In some circumstances, you have the right to ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object. You may have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or the processing is for the establishment, exercise or defence of legal claims.

Right to data portability. Where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible.

If you wish to exercise any of these rights, please contact us using the details provided on our website or other service documentation. We may need to verify your identity before responding to your request.

Complaints and supervisory authority

If you are concerned about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority. Details of how to do this can be found on the authority's official website.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we handle your personal data.