Privacy Policy - Deep Cleaning Chiswick
This Privacy Policy explains how Deep Cleaning Chiswick collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Chiswick customers in the area, including prospective customers, current customers, and anyone who interacts with our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Deep Cleaning Chiswick provides professional deep cleaning services for homes and businesses in the local area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal data is processed.
2. Personal Data We Collect
We only collect personal data that is necessary for the purposes described in this policy. The information we may collect includes:
- Identity details such as your name and title
- Contact details such as your phone number, email address, and service address
- Booking information including appointment dates, service preferences, and instructions
- Payment information such as billing details and payment status
- Communication records including emails, messages, and notes from calls
- Service history including previous bookings, cleaning requirements, and customer feedback
- Technical data if you interact with our systems, such as device or usage information
We do not intentionally collect sensitive personal data unless it is necessary and you have provided it voluntarily. If such information is shared with us, we will handle it with appropriate care and only for a lawful purpose.
3. How We Collect Your Data
We may collect personal data directly from you when you:
- Make a booking or enquiry
- Request a quote or service information
- Communicate with us by phone, email, or other channels
- Provide feedback or raise a complaint
- Complete forms or provide information during a service arrangement
We may also receive data from third parties where necessary, such as payment processors, referral partners, or publicly available sources, but only where permitted by law.
4. How We Use Personal Data
We use personal data to provide and manage our services efficiently and professionally. This includes:
- Responding to enquiries and providing quotations
- Managing bookings and delivering cleaning services
- Processing payments and handling invoices
- Contacting customers about appointments, changes, or service updates
- Recording customer preferences and service requirements
- Handling complaints, feedback, and customer support matters
- Meeting legal, accounting, and regulatory obligations
- Improving service quality and maintaining business records
We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and that use is lawful.
5. Lawful Basis for Processing
Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:
Contract
We process personal data where it is necessary to enter into or perform a contract with you. For example, we need your name, address, and contact information to arrange and complete a cleaning service.
Legal Obligation
We may process data where necessary to comply with legal obligations, such as tax, accounting, or regulatory requirements.
Legitimate Interests
We may process data for our legitimate business interests, such as managing enquiries, improving services, preventing fraud, and maintaining records, provided those interests are not overridden by your rights and interests.
Consent
In limited cases, we may rely on your consent, for example where it is required for certain communications or optional services. Where consent is used, you have the right to withdraw it at any time.
6. Sharing and Processors
We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it under appropriate contractual terms.
Examples of processors may include:
- Payment service providers who process card or online payments
- IT and cloud service providers who store or support business systems
- Communication service providers who help us send messages or manage bookings
- Accountants or professional advisers where necessary for legal or business purposes
We may also share data with public authorities, insurers, or legal advisers where required by law or where necessary to protect our rights, customers, or business operations. We do not sell your personal data.
7. International Transfers
If any processor stores or accesses personal data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms to protect your information.
8. Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.
In general:
- Customer and booking records are retained for the duration of the service relationship and for a reasonable period afterward
- Financial and tax records are retained for the period required by law
- Complaints and correspondence may be retained for as long as necessary to resolve issues and maintain business records
When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.
9. Data Security
We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.
10. Your Rights
Under data protection law, you have several rights in relation to your personal data. These rights may apply in certain circumstances and are subject to legal exceptions.
- 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 – you can request deletion of your data in certain cases
- Right to restriction – you can ask us to limit processing in certain situations
- Right to object – you can object to processing based on legitimate interests or direct marketing
- Right to data portability – you can request transfer of data you provided to us, where applicable
- Right to withdraw consent – where processing is based on consent, you may withdraw it at any time
You also have the right to raise a concern with the UK data protection regulator if you believe your data has not been handled properly. We encourage you to contact us first so we can address your concerns promptly and fairly.
11. Marketing Communications
We may send service-related messages where necessary to manage bookings or provide updates. If we ever send optional marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time, and we will respect your preferences.
12. Children’s Data
Our services are directed to adults and business customers. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by a parent, guardian, or authorised adult. If we become aware that we have collected data inappropriately, we will take steps to delete it.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or how we process personal data. Any changes will take effect when posted or otherwise made available. We encourage customers to review this policy periodically to stay informed.
14. Scope of This Privacy Policy
This policy applies to every customer and prospective customer of Deep Cleaning Chiswick in the area, regardless of how the service is arranged or delivered. By using our services or contacting us for service information, you acknowledge that your personal data may be processed as described in this policy and in accordance with applicable law.
We are committed to using personal data responsibly, transparently, and securely. Our aim is to provide a professional service while respecting your privacy and legal rights.