Privacy Policy - Deep Cleaning Camberwell

This Privacy Policy explains how Deep Cleaning Camberwell collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Camberwell customers in the area, including prospective customers, current customers, former customers, and individuals who make enquiries on behalf of a household, landlord, tenant, business, or managing agent. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to everyone who uses or interacts with Deep Cleaning Camberwell services in the area, whether by requesting a quotation, booking a service, receiving a service, or communicating with us in relation to an existing or past service. It also applies where we process data relating to property access, cleaning preferences, service notes, and payment records connected with our cleaning work.

2. Information we collect

We collect only the personal data necessary to provide and manage our services. The types of data we may collect include:

Identity details such as name and, where relevant, business or organisation name.
Contact details such as telephone number, email address, and service address.
Booking and service details such as requested cleaning type, dates, access notes, property size, cleaning priorities, and special instructions.
Billing information such as invoice details, payment status, and records of transactions.
Communication records such as messages, call notes, complaints, feedback, and correspondence about quotations or appointments.
Property and access information such as entry instructions, alarm notes, key handling instructions, and any relevant health and safety information.
Technical data limited to basic information that may be collected when you interact with our online forms or digital systems, such as device or browser information used for security and service administration.

We do not intentionally collect sensitive personal data unless it is necessary for safety, access, or service delivery, and only where there is a lawful basis to do so. If such data is needed, we will handle it with additional care and keep it to a minimum.

3. How we use personal data

We use personal data to deliver our cleaning services efficiently and safely. This may include:

responding to enquiries and providing quotations;
booking, managing, and confirming appointments;
preparing service plans and allocating appropriate cleaning staff;
carrying out cleaning services and managing access to the property;
issuing invoices and recording payments;
handling complaints, refunds, and service follow-up;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, and customers from fraud or misuse;
keeping appropriate records of services provided.

We only use your personal data for the purpose for which it was collected, unless we reasonably need to use it for another compatible purpose and the law allows us to do so.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, our lawful basis may be one or more of the following:

Contract – where processing is necessary to provide a quotation, make a booking, carry out cleaning services, or manage payment and service fulfilment.
Legal obligation – where we must keep records for tax, accounting, insurance, or other statutory requirements.
Legitimate interests – where processing is necessary for our legitimate business interests, such as improving service quality, managing operations, preventing fraud, and maintaining secure records, provided these interests do not override your rights and freedoms.
Consent – where you have given clear permission for a specific use of your data, such as certain marketing communications or optional preferences.
Vital interests – in rare cases where processing is needed to protect someone’s life or physical safety.

Where we rely on legitimate interests, we consider the impact on your privacy and ensure the processing is proportionate and necessary. Where consent is required, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and processors

We may share personal data with trusted third parties who act as processors or, in limited cases, independent controllers. These parties assist us in operating our services and may include:

payment service providers and invoicing platforms;
accounting and bookkeeping services;
IT support, cloud storage, and secure data management providers;
customer communication tools used for service administration;
insurance providers, legal advisers, and professional consultants;
regulatory, tax, or law enforcement authorities where required by law.

Where a third party acts as a processor, they process personal data only on our instructions and must implement appropriate security measures. We require processors to handle data confidentially and in line with data protection law. We do not sell personal data. We only share information when necessary for service delivery, legal compliance, business administration, or protection of legitimate interests.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the reason it is held. In general:

customer enquiry records are kept for a limited period to manage follow-up and service history;
booking, service, and invoice records are kept for as long as needed for contract administration and tax purposes;
complaint and dispute records may be retained longer where needed to resolve issues or defend legal claims;
access notes and operational instructions are kept only while relevant to ongoing service delivery;
data no longer needed is securely deleted or anonymised.

When deciding how long to keep data, we consider legal obligations, business needs, and the sensitivity of the information. We do not retain personal data longer than necessary.

7. Security of personal data

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality duties, and limited access on a need-to-know basis. While no method of transmission or storage is completely secure, we work to reduce risks and maintain a high standard of protection.

8. Your rights under data protection law

As a data subject, you have important rights in relation to your personal data. Depending on the circumstances, these may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to ask us to correct inaccurate or incomplete data.
The right to erasure to request deletion of your data where there is no good reason for us to keep it.
The right to restrict processing to limit how we use your data in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability to receive certain information in a structured, commonly used format where applicable.
The right to withdraw consent where we rely on consent for processing.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so we can address your concerns promptly and fairly.

9. Marketing communications

We may send limited service-related communications where permitted by law, such as booking confirmations, schedule changes, or service updates. If we ever use your personal data for optional marketing purposes, we will do so only where lawful and you will have the opportunity to opt out. You can object to direct marketing at any time.

10. Children’s data

Our services are intended for adults arranging cleaning services for homes or businesses. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household booking and only to the extent necessary for service administration or safety. Where we become aware that child-related data is not required, we will delete it or minimise it appropriately.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated 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 personal data is handled.

12. Summary

This Privacy Policy sets out how Deep Cleaning Camberwell handles personal data responsibly, lawfully, and securely. It covers the information we collect, the reasons we use it, the lawful bases for processing, the third parties who may process data on our behalf, how long we keep it, and the rights available to customers in the area. Our aim is to ensure that all personal data is treated with care, transparency, and respect.