Privacy Policy - Cleaners Utton

This Privacy Policy explains how Cleaners Utton collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Cleaners Utton customers in area, including anyone who enquires about, books, receives, or pays for our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal information may be processed as described in this policy. We only collect data that is necessary for operating our services, managing customer relationships, meeting legal obligations, and improving service quality.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity information such as your name, title, and any account reference or customer identifier.
Contact information such as your telephone number, email address, and service address.
Service information such as booking details, cleaning preferences, access instructions, special requests, and records of completed services.
Payment information such as billing details and transaction records, where relevant to the services provided.
Communication information such as correspondence, feedback, complaints, and service-related notes.
Technical information if you interact with us through digital systems, including basic device or usage information where needed for security and functionality.

We do not intentionally collect special category data unless it is necessary and you choose to provide it to us, for example where access needs or health-related considerations affect service delivery. If such information is shared, we will only process it where a lawful basis applies and appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to confirm bookings and respond to enquiries;
to invoice, receive payments, and maintain business records;
to communicate about appointments, service updates, and customer requests;
to handle complaints, disputes, or service issues;
to improve our operations, customer experience, and service delivery;
to maintain safety, security, and fraud prevention controls;
to comply with legal, tax, accounting, and regulatory obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose. If we need to use it for an unrelated purpose, we will explain the legal basis and, where required, obtain your consent.

3. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes setting up bookings, delivering cleaning services, managing payments, and dealing with service-related requests.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include maintaining accurate business records, managing customer relationships, preventing fraud, ensuring service quality, and improving internal operations.

Legal Obligation

We process personal data when needed to comply with legal obligations, such as tax, accounting, insurance, employment, or record-keeping requirements.

Consent

Where we rely on consent, we will ask for it clearly and separately. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business. These parties act as processors when they process data on our behalf and under our instructions. Examples may include:

IT and cloud service providers that host data or support our business systems;
Payment providers that process card or other financial transactions;
Accounting or bookkeeping providers that assist with financial administration;
Communication tools used for email, scheduling, or customer management;
Professional advisers such as legal or insurance advisers, where necessary;
Public authorities or regulators, where required by law.

We require all processors to handle personal data securely, to use it only for specified purposes, and to protect it using appropriate technical and organisational measures. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods 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 customer relationship and for a reasonable period afterwards to resolve queries or disputes.
Financial and transaction records are usually kept for the period required by tax and accounting law.
Communication records may be retained for as long as needed to manage ongoing service matters or complaints.
Technical and security logs are kept only as long as necessary for troubleshooting, security, and system integrity.

When personal data is no longer required, we will delete, destroy, or anonymise it securely.

6. Data Security

We take appropriate steps to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, password protection, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of internal procedures.

Although no system can be guaranteed completely secure, we work hard to keep your information safe and to respond promptly if any issue arises.

7. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request that we limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how your data has been handled. We encourage you to raise concerns with us first so that we can try to resolve the matter promptly and fairly.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided in the course of delivering services, such as where family household information is relevant to access or scheduling. If we learn that we have collected data from a child without an appropriate lawful basis, we will take appropriate steps to delete or protect it.

9. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal information. This may include recognised legal transfer mechanisms and contractual protections designed to maintain a level of protection consistent with UK data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or the way we handle personal data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Approach

Cleaners Utton is committed to processing personal data responsibly, transparently, and only when necessary. We collect only the information required to deliver services effectively, rely on clear lawful bases for processing, share data only with trusted processors or where required by law, and retain data only for as long as needed. We also respect your rights and aim to make it easy for customers to understand and control how their information is used.

This Privacy Policy applies to all Cleaners Utton customers in area.