Privacy Policy - Deep Cleaning Cleaners

Effective date: This Privacy Policy applies to all Deep Cleaning Cleaners customers in area. It explains how we collect, use, share, store, and protect personal data when you use our cleaning services, interact with us, or otherwise provide information to us.

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, and, where applicable, the EU GDPR. This Privacy Policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who we share it with, and what rights you have.

1. Personal data we collect

We only collect personal data that is necessary for us to provide and manage our services, meet legal obligations, and improve our operations. Depending on how you use our services, we may collect the following categories of information:

Identity details: name, title, and any preferences you provide.
Contact details: address, email address, phone number, and billing or service location details.
Service details: booking information, service instructions, access notes, cleaning preferences, and service history.
Payment information: transaction records, payment status, and partial card or bank details processed through secure payment providers. We do not store full payment card details unless explicitly required and securely managed by a compliant payment processor.
Communication records: messages, complaints, feedback, and notes relating to customer support.
Technical data: limited device, browser, and usage information if you interact with digital forms or online systems.
Special instructions: information you choose to provide that may be relevant to access, safety, or service delivery, such as entry arrangements or household preferences.

We do not seek to collect unnecessary sensitive information. If you choose to share special category data, we will only process it where there is a valid legal basis and where it is needed to deliver the service safely and properly.

2. How we use your data

We use personal data for the following purposes:

to provide deep cleaning and related cleaning services;
to manage bookings, schedules, and service changes;
to process payments, invoices, and account records;
to communicate with you about appointments, service updates, and customer support;
to record preferences and instructions that help us deliver services efficiently;
to handle complaints, disputes, or insurance-related matters;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security incidents;
to improve our services, training, quality control, and internal administration.

We only process data where it is necessary and proportionate to the purpose for which it was collected. We do not sell personal data.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on 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, issuing invoices, and managing customer accounts.

Legal obligation

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

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, internal administration, fraud prevention, quality control, and safeguarding our business operations.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive optional communications or where you provide certain information that requires consent-based processing. Where consent is used, you may withdraw it at any time.

Vital interests and legal claims

In rare circumstances, we may process data to protect someone’s vital interests or to establish, exercise, or defend legal claims.

4. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. The retention period depends on the type of data and the reason it is held.

Customer and booking records: kept for the duration of the service relationship and for a reasonable period afterward for administration, complaint handling, and audit purposes.
Financial and accounting records: kept for the period required by applicable tax and accounting laws.
Communication records: retained for as long as needed to manage queries, resolve disputes, or maintain service history.
Legal and insurance-related records: kept where necessary to support claims, compliance, or defense of legal rights.

When data is no longer needed, we will delete, anonymise, or securely archive it in accordance with our retention practices. We regularly review retained information to ensure it is not kept for longer than necessary.

5. Who we share data with

We may share personal data with trusted third parties who help us operate our business and deliver services. These may include:

Service providers and processors: companies that support booking management, email delivery, payment processing, data storage, IT support, and administrative services.
Professional advisers: accountants, auditors, insurers, legal advisers, and consultants where required for business operations or compliance.
Regulators and public authorities: where disclosure is required by law or necessary to protect legal rights.
Subcontractors or staff members: where information is needed to carry out the cleaning service safely and correctly.

We require processors and other third parties to handle personal data securely and only in accordance with our instructions, contractual safeguards, and applicable data protection law. Where data is transferred outside the UK or EEA, we take appropriate steps to ensure adequate protection, such as standard contractual clauses or other recognised safeguards.

6. Processors

We may use processors to perform tasks on our behalf. Processors are not permitted to use your data for their own purposes. Typical processing activities may include:

hosting secure systems and databases;
managing appointment schedules and service communications;
processing payments and invoicing;
providing customer relationship management tools;
supporting security, back-up, and system maintenance;
assisting with analytics or reporting in an aggregated or limited form.

We take reasonable steps to ensure processors are reliable, appropriate, and bound by written data processing terms. Security and confidentiality are key requirements in our selection and oversight of processors.

7. Your rights

You have a number of rights under data protection law. Subject to certain conditions and exemptions, these may include the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict the processing of your data in specific situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you have provided to us, where applicable;
Withdraw consent where processing is based on consent;
Complain to a supervisory authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law and will explain if any exemption applies.

8. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include secure storage, access controls, staff confidentiality obligations, and regular review of our systems and procedures.

While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risks through ongoing safeguards and training.

9. Children's data

Our services are intended for adult customers. We do not knowingly collect personal data directly from children unless it is provided by a parent, guardian, or authorised adult in connection with a service request. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service 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 we handle personal data.

11. Summary of your privacy rights and our commitments

In summary, Deep Cleaning Cleaners only collects the personal data needed to provide services, manage business operations, and meet legal responsibilities. We rely on appropriate lawful bases, limit retention, use processors carefully, and respect your data rights. We aim to process all information fairly, securely, and transparently for every customer in area.

By using our services, you acknowledge that we may process your personal data as described in this Privacy Policy, subject always to applicable data protection law.