Privacy Policy - Cleaners Chelsea

This Privacy Policy explains how Cleaners Chelsea collects, uses, stores, shares, and protects personal data in connection with the cleaning services we provide. It applies to all Cleaners Chelsea customers in the area, including individuals who enquire about our services, book appointments, receive cleaning visits, or otherwise interact with us. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Cleaners Chelsea acts as the data controller for the personal data we collect and process about our customers, prospective customers, and related contacts. This means we determine why and how personal data is used when providing our cleaning services, managing bookings, responding to requests, and meeting legal obligations.

2. Information We Collect

We only collect personal data that is necessary for the delivery and administration of our services. The information we may collect includes:

Identity information such as your name and title.
Contact details such as telephone number, email address, and service address.
Booking and service details including appointment times, service preferences, access instructions, and any special cleaning requirements.
Payment information where needed to process transactions, issue invoices, or record payment status.
Communication records including emails, messages, complaints, feedback, and notes about customer support interactions.
Property-related information relevant to service delivery, such as room type, cleaning priorities, and relevant access arrangements.
Technical data in limited circumstances, such as basic website or device interaction information if you contact us electronically.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. For example, a customer may voluntarily share information about allergies, mobility needs, or health-related considerations so that we can safely tailor a service. Where this occurs, we will only process such information with appropriate safeguards and a valid legal basis.

3. How We Use Your Data

Cleaners Chelsea processes personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, confirm, and manage bookings;
to deliver cleaning services at the correct location and time;
to communicate about appointments, changes, or service issues;
to process payments and maintain financial records;
to handle complaints, disputes, and customer service matters;
to improve our services, staff training, and operational efficiency;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will never use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis and, where required, your consent.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Cleaners Chelsea relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, confirming details, and handling payments.

Legal Obligation

We may process and retain certain information to comply with tax laws, accounting requirements, business recordkeeping obligations, and other legal duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these do not override your rights and freedoms. This may include responding to customer queries, preventing fraud, improving our services, and maintaining secure business operations.

Consent

In limited cases, we rely on your consent, especially where we process optional special category data or use data for purposes not covered by contract, legal obligation, or legitimate interests. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These organisations only process data according to our instructions and are required to protect it appropriately. Typical processors may include:

payment service providers;
booking, scheduling, and administrative software providers;
email and communication service providers;
cloud storage and IT support providers;
accountants, auditors, or professional advisers;
debt recovery or legal service providers, where necessary;
insurance providers or claims handlers, if a matter requires their involvement.

We may also disclose personal data where required by law, court order, or a lawful request from public authorities. If our business structure changes, personal data may be transferred as part of a reorganisation or sale, but only under appropriate protections.

Cleaners Chelsea does not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and our legal obligations. In general:

customer and booking records are kept for the duration of the service relationship and for a reasonable period afterward;
financial and invoice records are retained for the period required under tax and accounting law;
communications and complaints may be retained long enough to resolve disputes and maintain service history;
technical or operational logs are kept only as long as needed for security and system management.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed regularly to ensure we do not keep information for longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted access to sensitive records. While no system can be guaranteed to be completely secure, we work to reduce risks and respond promptly to any suspected data incident.

8. International Transfers

In some cases, a processor may store or access data outside the UK. If this occurs, we will ensure that appropriate safeguards are in place to protect your information, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms recognised under applicable data protection law.

9. Your Rights

You have a number of rights in relation to your personal data. These rights may be subject to legal limits or exemptions, but we will always assess each request carefully. Your rights include:

Right of access – to request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit use of your data in certain situations.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will normally respond within one month, unless the request is complex or numerous.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data directly from children. If information about a child is incidentally provided in the course of delivering services, we will handle it with care and only where necessary for legitimate service purposes or legal compliance.

11. Automated Decision-Making

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects. Any service decisions are made with human involvement.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The latest version will apply to the processing of your personal data from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

13. Summary of Our Commitment

Cleaners Chelsea respects your privacy and handles personal data responsibly. We collect only what we need, use it for clear and lawful purposes, protect it with appropriate safeguards, and keep it only as long as necessary. We are committed to maintaining trust with all Cleaners Chelsea customers in area and to respecting every individual’s data protection rights.