Privacy Policy - Cleaners W2

Cleaners W2 is committed to protecting the privacy and personal data of our customers. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide cleaning services to customers in our area. It applies to all Cleaners W2 customers in area and should be read carefully to understand your rights and our obligations under applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Cleaners W2 is the data controller in relation to the personal data we collect and use in connection with our services. This means we decide why and how personal data is processed. We are responsible for ensuring that your data is handled lawfully, fairly, and transparently.

2. Information We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including service requests, booking preferences, instructions, and property access information.
Billing and payment information such as invoice records, payment status, and transaction references.
Communications you send to us, including enquiries, complaints, feedback, and service-related messages.
Technical information if you interact with our digital systems, such as device or usage data necessary for security and service administration.
Special instructions relevant to service delivery, where you choose to share them, such as cleaning preferences or access arrangements.

We do not intentionally collect unnecessary personal data. We also do not seek to collect special category data unless it is provided by you and is required for a legitimate service-related purpose, in which case it will be handled with extra care and only where permitted by law.

3. How We Use Your Data

We use personal data only for clear and lawful purposes connected to our services. These purposes may include:

Managing enquiries and providing quotes.
Setting up and delivering cleaning services.
Handling bookings, changes, cancellations, and service updates.
Processing payments, producing invoices, and maintaining financial records.
Communicating about appointments, service issues, or customer support matters.
Improving service quality, training staff, and maintaining internal records.
Meeting legal, regulatory, insurance, and tax obligations.
Preventing fraud, misuse, or security incidents.

We will only use your personal data in ways that are compatible with the original purpose for which it was collected, unless we have a valid lawful reason to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Cleaners W2 relies on the following bases depending on the situation:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, sending service-related updates, and managing payments.

Legal obligation

We may process personal data where necessary to comply with legal duties, such as record-keeping requirements for tax, accounting, fraud prevention, or lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This may include maintaining service quality, managing business operations, securing our systems, and responding to customer enquiries.

Consent

In limited situations, we may rely on your consent, for example where consent is required for a particular optional purpose. If we ask for consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Important: where we rely on legitimate interests, we carefully assess the impact on your privacy to ensure the processing is proportionate and necessary.

5. Data Sharing and Processors

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

Payment processors who handle card or online payment transactions.
Accounting and bookkeeping providers who support invoicing and financial record management.
IT and hosting providers who maintain our systems, storage, and security tools.
Communication service providers who help us send messages or manage customer communications.
Administrative or scheduling software providers used to organise bookings and service records.

We may also share data where necessary with professional advisers, insurers, or public authorities if required by law or to protect our legal rights. We do not sell personal data.

Where processors are used, we make sure there are appropriate contracts and safeguards in place to protect your information and comply with data protection requirements.

6. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place before such transfer occurs. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under applicable law.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason we hold it.

Customer and service records are typically kept for the duration of our relationship and for a reasonable period afterwards.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records may be retained for as long as needed to resolve disputes, maintain service history, or demonstrate compliance.
Technical and security logs are kept only for as long as necessary for troubleshooting, security, and system administration.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Your Rights

You have a number of rights under data protection law. Subject to legal limits and exemptions, these rights include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you may ask us to limit the processing of your data in certain situations.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any issue promptly and fairly.

9. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved. Although no system can be guaranteed completely secure, we work to keep information protected and to respond quickly to any suspected incident.

10. Children’s Data

Our services are intended for adults and household customers. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a service request and is necessary for the service arrangement. If we become aware that we have collected children’s data without a lawful reason, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Our Commitment

Cleaners W2 values privacy and transparency. We will only process personal data where we have a lawful basis, we will keep it secure, and we will retain it only for as long as necessary. Our approach is based on data minimisation, fairness, and accountability. If we process your personal data, we do so to provide reliable cleaning services, manage our relationship with you, and comply with the law.

This Privacy Policy applies to all Cleaners W2 customers in area.