Privacy Policy - Cleaner Brompton

This Privacy Policy explains how Cleaner Brompton collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Brompton customers in area, including prospective customers, current customers, and individuals who interact with our services on behalf of a customer. We are committed to processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Brompton provides cleaning services to households and businesses in the local area. In the course of delivering these services, we may process personal data about customers, property occupants, authorised representatives, and other individuals necessary to complete our work safely and effectively. We act as a data controller for the personal data we collect and determine the purposes and means of processing.

2. Personal Data We Collect

We collect only the information necessary to provide and manage our services, to comply with legal obligations, and to operate our business efficiently. The types of data we may collect include:

• Identity data: name, title, and, where relevant, the name of a business or household representative.
• Contact data: address, email address, telephone number, and preferred communication method.
• Service and property data: cleaning instructions, access details, appointment history, property notes, and service preferences.
• Payment data: billing information, payment status, transaction records, and limited payment details processed through secure payment providers.
• Communication data: messages, calls, complaints, feedback, and records of correspondence.
• Technical data: basic website or device information where relevant, such as IP address, browser type, and cookies used for security or functionality.

We do not intentionally collect special category data unless it is provided incidentally by you and is necessary for a specific service request or for safeguarding purposes. If such information is provided, we will treat it with appropriate care and only use it where permitted by law.

3. How We Use Personal Data

Cleaner Brompton uses personal data for the following purposes:

• to register and manage customer accounts and bookings;
• to provide cleaning services at the requested address;
• to communicate about appointments, changes, service updates, and billing;
• to respond to enquiries, complaints, and feedback;
• to maintain security, prevent fraud, and protect our staff, customers, and property;
• to meet legal, accounting, and tax obligations;
• to improve service quality, train staff, and maintain internal records;
• to exercise or defend legal claims where necessary.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that another compatible purpose is allowed by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Cleaner Brompton relies on one or more of the following bases:

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, processing payments, and communicating about your service.

Legal obligation

We process certain data where required to comply with applicable laws, including tax, accounting, consumer, and record-keeping obligations.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing our business, improving services, maintaining security, and handling customer support. Where we rely on legitimate interests, we consider the impact on individuals and ensure the processing is proportionate.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for certain optional communications or specific processing activities. Where we rely on consent, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law. Retention periods depend on the type of data and the reason it is held.

• Customer and service records: retained for the duration of the customer relationship and for a reasonable period afterwards for operational, contractual, and support purposes.
• Financial and tax records: retained for the period required by law, commonly up to six years or longer where legally necessary.
• Complaints and disputes: retained for as long as needed to resolve the issue and to defend legal claims.
• Marketing preferences: retained until you opt out or until the information is no longer needed.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify an individual.

6. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or comply with legal requirements. These third parties act as processors or, in some cases, separate controllers. They are only permitted to process data on our instructions or within their own lawful responsibilities.

Examples of processors and recipients may include:

• Payment providers: to securely process card or electronic payments.
• IT and cloud service providers: to host data, manage communications, and support secure record keeping.
• Scheduling and administration tools: to organise bookings and service delivery.
• Accountants and professional advisers: to support tax, audit, legal, or compliance obligations.
• Insurers and dispute resolution services: where needed for claims handling or legal protection.

We require processors to implement appropriate technical and organisational safeguards, to keep data confidential, and to process data only for the agreed purposes. Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place in line with applicable law.

7. Data Security

We take data security seriously and use reasonable measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and restricted access to sensitive information. While no system can be guaranteed fully secure, we work to keep risks low and review our safeguards periodically.

8. Your Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights under data protection law:

• 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 information.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to ask us to limit processing in certain situations.
• Right to data portability: to receive certain data in a structured, commonly used format.
• Right to object: to object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a request. In some cases, we may not be able to comply fully if the law allows us to retain or process the data for specific reasons.

9. Cookies and Similar Technologies

Where applicable, we may use cookies or similar technologies to support essential site functions, improve performance, and help maintain security. Any non-essential cookies should be used only where permitted and, where required, with appropriate notice or consent. You can usually control cookies through your browser settings.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is incidentally included as part of a service arrangement involving a household. If we become aware that we have collected data from a child without appropriate permission or lawful basis, we will take steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data-handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Complaints

If you are concerned about how we handle your personal data, please raise your concern with us so that we can review it. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

Cleaner Brompton is committed to treating personal data lawfully, fairly, and transparently. We aim to keep information accurate, secure, and limited to what is necessary to provide a reliable service to our customers in area.