Privacy Policy - Cleaners Horeditch

This Privacy Policy explains how Cleaners Horeditch collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Horeditch customers in the area, including private households, landlords, tenants, and commercial clients who request or receive our services. We are committed to handling personal data 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

Cleaners Horeditch provides cleaning services to customers in and around the Horeditch area. In the course of delivering these services, we may act as a data controller for personal information we collect and use about customers, prospects, suppliers, and website or service users. This means we decide how and why your personal data is processed for the purposes described in this Policy.

2. Personal Data We Collect

We collect only the data necessary to provide, manage, and improve our services. Depending on the relationship we have with you, this may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as cleaning preferences, property access instructions, booking history, appointment dates, and service notes.
Payment and billing information such as invoice details, payment confirmations, and transaction records.
Communication records including emails, messages, complaints, feedback, and support requests.
Operational information such as service location, frequency of visits, and relevant instructions needed to complete the job safely and effectively.
Technical data where applicable, such as basic device or usage information collected through online systems used to request services.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or there is another lawful basis allowing us to process it. If you share such information with us, we will only use it where needed for the provision of services, safety, or legal compliance.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To register and manage bookings.
To deliver cleaning services at the correct location and time.
To communicate with you about appointments, updates, changes, and service matters.
To process payments, manage invoices, and keep financial records.
To respond to enquiries, complaints, and requests.
To maintain service quality, training, and internal record-keeping.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only use personal data for the purpose for which it was collected, unless we reasonably believe that a related purpose is compatible or we are required or permitted by law to use it differently.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. We rely on the following grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, issuing invoices, and handling service-related communication.

Legal Obligation

We may process and retain certain information to meet legal obligations, such as tax, accounting, insurance, or record-keeping requirements.

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 service improvement, internal administration, fraud prevention, and maintaining secure operations.

Consent

In limited situations, we may rely on your consent, for example where optional marketing communications or certain non-essential processing activities are involved. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate for the service relationship.

5. Sharing and Processors

We may share personal data with trusted third parties who process data on our behalf, known as processors. These processors only act under our instructions and are required to protect your data in accordance with applicable law. They may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for invoicing, tax, and financial administration.
Scheduling or booking systems used to manage appointments and service planning.
IT and cloud service providers that store or maintain our records and systems.
Customer communication tools used to manage messages and service updates.
Professional advisers such as accountants, insurers, lawyers, or auditors where necessary.

We may also disclose personal data where required by law, court order, regulator, law enforcement request, or to protect the rights, safety, and security of our customers, staff, and business.

We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Policy, including legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason it is held.

Customer and service records are generally kept for the duration of the service relationship and for a reasonable period afterwards to deal with queries or disputes.
Financial and tax records are kept for the period required by law.
Communication records may be retained for as long as needed to manage ongoing service, evidence decisions, or resolve complaints.
Marketing-related information is kept until you withdraw consent or opt out, where consent is the lawful basis.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it in a safe and appropriate manner.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, and staff awareness procedures. While we take data security seriously, no system can be completely secure, and we cannot guarantee absolute protection.

8. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place so that your data remains protected to an adequate standard. These safeguards may include approved contractual protections or transfers to countries recognised as providing suitable levels of protection.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to obtain a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure to request deletion of your data in certain circumstances.
Right to restriction to limit how we process your data in some situations.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability in certain cases, where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent where we rely on your consent for processing.

You also have the right to raise concerns about how your data is handled. If you believe your rights have been breached, you may complain to the UK data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and a parent or guardian has provided the relevant information appropriately. If we become aware that data has been collected without proper authorisation, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is made available. We recommend reviewing this Policy periodically to stay informed about how we protect your personal data.

12. Summary of Our Commitment

Cleaners Horeditch is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to deliver our services, rely on appropriate lawful bases, limit retention to what is necessary, use trusted processors, and respect your rights under data protection law. This Policy applies to all Cleaners Horeditch customers in the area and is intended to provide clear information about how we handle your personal data in a GDPR-compliant way.