Privacy Policy - Cleaner Chelsea

This Privacy Policy explains how Cleaner Chelsea collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaner Chelsea customers in the area, including prospective clients, active customers, former customers, and anyone who interacts with us in relation to our services. We are committed to handling personal data in a lawful, fair, and transparent way, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Chelsea provides domestic and commercial cleaning services. In order to deliver our services effectively, we may need to collect and process personal information about customers, property occupiers, authorised representatives, and service-related contacts. We only process personal data where we have a valid legal reason to do so and only for purposes connected to our services, legal obligations, and legitimate business operations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity information: name, title, and any relevant identification details you provide.
Contact information: address, email address, telephone number, and preferred communication details.
Service information: details about the property, cleaning preferences, booking history, access instructions, and special requirements.
Payment information: billing details, transaction records, and payment confirmation information. We do not usually store full card details if payments are processed by a third-party provider.
Communication records: messages, enquiries, complaints, feedback, and notes from phone calls, emails, or written correspondence.
Technical and usage data: limited information captured through our digital systems, such as device type or interaction data where relevant for security and performance.
Special category data: in limited circumstances, you may voluntarily provide information about health, mobility, allergies, or access needs to help us deliver services safely and appropriately.

We aim to collect only the information that is necessary, relevant, and proportionate to the service requested.

3. How We Collect Personal Data

We collect personal data directly from you when you request a quote, make a booking, manage an account, communicate with us, or give feedback. We may also receive information from third parties where you have authorised them to act on your behalf, such as a family member, landlord, letting agent, property manager, or business representative. In some cases, data may be gathered automatically through our systems for administrative, security, and operational purposes.

4. How We Use Personal Data

We use personal data for the following purposes:

to provide, manage, and improve cleaning services;
to confirm bookings, schedule appointments, and allocate staff;
to communicate with customers about service arrangements, changes, or updates;
to process payments, invoices, and refunds where necessary;
to maintain records of services delivered;
to respond to enquiries, complaints, and requests;
to ensure safety, security, and quality control;
to comply with legal and regulatory obligations;
to detect and prevent fraud, misuse, or unauthorised access;
to manage business administration, reporting, and service improvement.

Where we rely on legitimate interests, we only do so after considering whether our interests are overridden by your rights and freedoms. Where special category data is involved, we apply additional safeguards and process it only where permitted by law.

5. Lawful Basis for Processing

Cleaner Chelsea processes personal data under one or more lawful bases permitted by UK GDPR:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes booking services, managing appointments, carrying out cleaning work, and handling payments or billing matters.

Legal Obligation

We may process personal data to comply with legal requirements, such as accounting rules, tax obligations, record-keeping duties, or lawful requests from public authorities.

Legitimate Interests

We may process data for our legitimate business interests, including service administration, customer support, record management, fraud prevention, quality control, and operational security. When we rely on this basis, we ensure it is proportionate and does not unfairly impact your rights.

Consent

In some cases, we may rely on your consent, especially where processing is optional and not necessary for the contract. If consent is used, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are used only in rare circumstances, such as where processing is necessary to protect someone’s safety or meet a public duty.

6. Who We Share Data With

We may share personal data with carefully selected processors and service providers who support our operations. These parties process data on our instructions and are required to protect it appropriately. They may include:

Payment processors: to securely handle payments and related transactions;
Booking and scheduling providers: to manage appointments and service records;
IT and cloud service providers: to store data securely and maintain systems;
Communication service providers: to send service-related messages or administrative notices;
Accountants and professional advisers: to support financial, legal, or regulatory compliance;
Insurance providers: where data is needed to assess or manage claims;
Regulatory or public authorities: where disclosure is required by law.

We do not sell personal data. We only share what is necessary and only with parties that have appropriate confidentiality and security obligations. If data is transferred outside the UK, we ensure suitable safeguards are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods depend on the type of data and the purpose of processing. For example:

Customer service records: retained for a reasonable period to manage service history, disputes, and continuity of care;
Financial and tax records: retained for the period required by law;
Complaint and correspondence records: retained long enough to resolve issues and document outcomes;
Health or access-related notes: retained only while relevant to service delivery and then deleted or anonymised;
Marketing preferences: retained until you change your preference or withdraw consent.

When data is no longer required, we will securely delete, destroy, or anonymise it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, system monitoring, and limited access to data on a need-to-know basis. While no system can be guaranteed to be completely secure, we take reasonable and proportionate steps to safeguard information.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and legal basis for processing:

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 where permitted by law;
Right to restriction: you can ask us to limit how we use your data 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 certain data in a structured format;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time;
Right to complain: you can raise concerns with the relevant data protection authority if you believe your rights have been infringed.

To protect your privacy, we may need to verify your identity before responding to a request. We will respond within the timeframes required by law unless an extension is permitted.

10. Special Category Data

If you provide information relating to health, disability, allergies, mobility, or other sensitive matters, we will only use it where necessary to deliver services safely or to meet legal obligations. Such data is handled with additional care and is limited to personnel who need it for legitimate operational reasons. We encourage you to share only the information that is necessary for us to provide an appropriate service.

11. Children’s Data

Cleaner Chelsea services are not directed to children. We do not knowingly collect personal data from children unless it is incidental to a service arrangement and provided by an adult with authority to do so. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any revised version will apply from the date it takes effect. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of Our Commitment

Cleaner Chelsea is committed to respecting privacy, protecting personal data, and using information responsibly. We only collect what we need, use it for clear and lawful purposes, share it with trusted processors where necessary, and keep it only for as long as required. Your trust matters to us, and we aim to handle all personal information with care, transparency, and accountability.