Privacy Policy - Cleaners N7

This Privacy Policy explains how Cleaners N7 collects, uses, stores, and protects personal data when providing cleaning services to customers in the N7 area. It applies to all Cleaners N7 customers in the area, including individuals and businesses who request services, receive quotations, make bookings, or otherwise interact with our team. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Cleaners N7 acts as the data controller for personal data collected in connection with our cleaning services. This means we decide why and how your personal data is processed. We only collect information that is necessary to deliver our services, manage our relationship with you, maintain records, and meet legal obligations.

2. Information We Collect

We may collect the following categories of personal data:

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Service information including booking details, service preferences, access instructions, and special requests.
Payment-related information such as billing records and transaction references, where applicable.
Communication records including messages, complaints, feedback, and correspondence relating to our services.
Technical data if you interact with us electronically, such as basic device or usage information used for security and performance.

We do not seek to collect sensitive personal data unless it is necessary and you choose to provide it, for example if you inform us about access needs, allergies, or other service-related requirements. If such information is shared, we process it carefully and only where needed to provide the requested service safely and effectively.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To confirm and manage bookings.
To deliver cleaning services at the agreed location and time.
To communicate about changes, cancellations, or follow-up needs.
To process payments and maintain accounting records.
To handle complaints, disputes, and service quality matters.
To meet legal, tax, and regulatory obligations.
To protect our business, staff, and customers from fraud or misuse.

We only use your data in ways that are compatible with the reason it was originally collected, unless we have a lawful basis to use it for another purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. Cleaners N7 relies on the following legal bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging cleaning services, invoicing, and handling service-related communication.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests do not override your rights and freedoms. This may include improving services, managing business operations, keeping records, preventing fraud, and dealing with complaints.

Legal Obligation

We may process certain information to comply with legal requirements, including tax, accounting, insurance, and record-keeping obligations.

Consent

In limited circumstances, we may rely on your consent, especially where you provide optional information that is not necessary for the service. Where consent is used, you may withdraw it at any time. This will not affect processing already carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These parties act as processors or independent controllers depending on the service they provide. We only share the minimum information necessary and require appropriate data protection safeguards.

Payment processors that handle card or bank transactions.
Accounting and bookkeeping providers that support financial record management.
IT and cloud service providers that store or support secure business systems.
Communication platforms used to send booking confirmations or service updates.
Professional advisers such as insurers, legal advisers, or auditors where needed.

We may also disclose data where required by law, to respond to lawful requests from public authorities, or to protect the rights, safety, and property of Cleaners N7, our staff, and our customers.

We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal and operational requirements. Retention periods vary depending on the type of record and the reason for processing.

Quotation and enquiry records may be retained for a limited period to manage follow-up and business administration.
Booking and service records are retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Complaint and dispute records may be retained longer where needed to resolve issues or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, secure storage, password protection, staff awareness, and review of supplier safeguards. While no system can be guaranteed to be completely secure, we work hard to maintain a high standard of protection.

8. Your Rights

As a data subject, you have rights under the GDPR in relation to your personal data. These rights may apply depending on the circumstances and the basis on which we process your information.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you can request deletion of your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests.
Right to data portability – where applicable, you can request that we provide your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To help protect your privacy, we may need to verify your identity before acting on a request. We will respond within the time limits required by law.

9. International Transfers

Where any service provider stores or accesses data outside the UK, we will take steps to ensure that appropriate safeguards are in place. This may include the use of standard contractual protections or transfers to countries recognised as having adequate data protection.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Cleaners N7 values your privacy and handles personal data with care, transparency, and respect. We collect only what is needed to provide reliable cleaning services, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. We aim to ensure that every customer in the N7 area can use our services with confidence that their information is being managed responsibly.

Effective for all Cleaners N7 customers in the area.