Privacy Policy - Deep Cleaning Wembley

This Privacy Policy explains how Deep Cleaning Wembley collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Deep Cleaning Wembley customers in the area, including prospective customers, current customers, former customers, and individuals who interact with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Deep Cleaning Wembley is a service provider that processes personal data in order to manage enquiries, arrange bookings, deliver cleaning services, handle payments, maintain business records, and respond to customer requests. For the purposes of data protection law, we may act as a data controller when deciding how and why personal data is used.

This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

2. Personal Data We Collect

We may collect and process several types of personal data depending on how you use our services. The categories of data may include:

Identity details such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details such as property information, cleaning requirements, preferred appointment times, and service instructions.
Payment-related information such as billing details and transaction records.
Communication records such as emails, call notes, complaints, feedback, and other correspondence.
Technical data such as basic device or browser information if you contact us online.
Operational records such as booking history, invoices, quotes, and service completion notes.

We do not intentionally collect more information than is necessary for the delivery and management of our cleaning services. We also avoid collecting special category data unless it is strictly required and a valid legal basis applies.

3. How We Use Your Data

We use personal data only for legitimate business and service purposes. These include:

responding to enquiries and providing quotes;
processing bookings and managing appointments;
delivering cleaning services at the requested location;
handling payments, invoices, and accounting records;
communicating service updates, changes, or follow-up information;
maintaining customer records and service history;
dealing with complaints, feedback, and disputes;
meeting legal, tax, and regulatory obligations;
protecting against fraud, misuse, or unauthorised activity;
improving our services, processes, and customer experience.

We will only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose. If we need to process your data for a new and unrelated purpose, we will explain the legal basis before doing so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the activity, we may rely on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, and processing payments.

Legal Obligation

We may process personal data where needed to comply with legal requirements, including accounting, taxation, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. Examples include managing customer relationships, improving our operations, preventing fraud, and keeping internal records.

Consent

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

5. Sharing Your Information

We do not sell personal data. However, we may share it with trusted third parties who help us provide and support our services. These parties act as processors or, in some cases, independent controllers.

Examples of processors may include:

booking and scheduling systems;
payment service providers;
accounting and bookkeeping providers;
IT and cloud storage services;
customer communication tools;
professional advisers such as accountants or legal advisers where necessary.

When processors handle personal data on our behalf, they are required to act only on our instructions, protect the data appropriately, and comply with applicable data protection obligations. We take reasonable steps to ensure that any third party we use has adequate security measures in place.

We may also disclose personal data where required by law, to enforce our legal rights, or to protect the rights, safety, or property of Deep Cleaning Wembley, our customers, or others.

6. International Data Transfers

If any of our processors or service providers store or access data outside the UK, we will take appropriate steps to ensure that your information remains protected. This may include using approved contractual safeguards or transferring data only to locations with an adequate level of protection recognised under applicable law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying 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 kept for as long as needed to manage the service relationship and resolve any disputes.
Invoice and payment records are kept for the period required by tax and accounting laws.
Correspondence and complaints may be retained for a reasonable period to ensure proper handling and evidence of actions taken.
Marketing consent records, where applicable, are kept until you withdraw consent or the data is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review our records to ensure they are not kept longer than necessary.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure systems, restricted staff access, and safe handling procedures.

However, no method of transmission or storage is completely secure. While we work hard to protect your information, we cannot guarantee absolute security. If a data incident occurs that may affect your rights and freedoms, we will deal with it in accordance with applicable law.

9. Your Rights

As a data subject, you have several rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access your personal data and receive a copy of the information we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances, often called the “right to be forgotten.”
Restriction of processing in certain situations.
Data portability for information you have provided to us where legally applicable.
Objection to processing based on legitimate interests or direct marketing.
Withdraw consent at any time where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled improperly. We encourage you to contact us first so that we can try to resolve your concern promptly.

10. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and provide any required information about the logic involved and your available rights.

11. Children’s Data

Our services are generally directed to adults. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a service arrangement and there is a lawful basis for doing so. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitment

Deep Cleaning Wembley is committed to handling customer information responsibly, lawfully, and transparently. We collect only the data needed to provide our cleaning services, use it for clear and legitimate purposes, protect it with appropriate safeguards, and keep it only for as long as necessary. We respect your rights and aim to ensure that every customer in the area can trust us to treat their data with care, fairness, and respect.