Cleaner Barnet Privacy Policy

This Privacy Policy explains how Cleaner Barnet collects, uses, stores and shares personal data relating to all Cleaner Barnet customers in the local area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Who this Privacy Policy applies to

This Privacy Policy applies to all Cleaner Barnet customers in the area who use or enquire about our cleaning and related services. It covers data we collect online, by phone, in writing, and in person when we visit your premises or provide services at your property.

Personal data we collect

We only collect information that is relevant for providing and managing our services, communicating with you, meeting our legal obligations, and improving our business. The types of personal data we may collect include:

Identification and contact details such as your name, title, home or business address, billing address, and any other address relevant to the services, as well as contact preferences.

Service information such as details of your property relevant to cleaning or related services, access instructions, service preferences, before and after notes, job records, schedules, and feedback relating to completed work.

Communication records such as notes of phone calls, messages, and correspondence relating to enquiries, bookings, complaints, compliments, or requests about your services or our business.

Payment and transaction information such as payment status, amount, method, invoices, credits, and transaction history. We do not store full card details; where card payments are used, these are processed securely by our payment processor.

Technical and usage information where relevant, such as basic information about how you interact with our website or digital tools, including the date and time of visits and basic device or browser details. We do not deliberately use this information to identify individual users unless this is necessary to investigate security issues or misuse.

How we collect your data

We collect personal data directly from you when you contact us, make an enquiry, request a quote, make a booking, enter into a contract, communicate with us, or provide feedback. We may also collect data when we attend your property to provide services, such as details of work carried out and any relevant observations needed to deliver the services safely and effectively.

We may receive some data from third parties where this is necessary to provide our services, for example from landlords, letting agents, property managers, or other intermediaries who supply your contact details and instructions to us. In all cases, we take steps to ensure that such third parties have a lawful basis to share your data with us.

Lawful basis for processing

We process your personal data only when we have a lawful basis to do so under the UK GDPR. The main bases we rely on are:

Performance of a contract where processing is necessary to provide our services, respond to your enquiries, prepare quotes, manage bookings, take payment, and carry out our obligations under any service agreement with you.

Compliance with legal obligations where we are required to process your data in order to comply with laws and regulations, such as tax, accounting, health and safety, or to respond to lawful requests from public authorities.

Legitimate interests where processing is necessary for our legitimate business interests or those of a third party, provided those interests are not overridden by your rights and interests. This may include managing our business operations, improving our services, maintaining records, and handling complaints or claims.

Consent where you have clearly agreed to particular uses of your data, such as receiving certain types of marketing communications or optional surveys. You can withdraw consent at any time, although this will not affect processing based on consent prior to withdrawal.

How we use your data

We use your personal data for the purposes described below and only to the extent reasonably necessary to fulfil those purposes:

To provide and manage our cleaning and related services, including scheduling work, attending your premises, carrying out services, and managing any follow up activities.

To communicate with you about enquiries, quotes, bookings, service updates, changes to appointments, customer service issues, and responses to any questions or complaints you raise.

To process payments, issue invoices and receipts, manage billing and accounts, and maintain accurate financial records.

To manage our relationship with you, including keeping records of the services you receive, your preferences and feedback, and any correspondence we have with you.

To maintain and improve our business and services, including quality monitoring, staff training, and service development, while taking care to respect your privacy.

To comply with legal, regulatory, or professional requirements, including record keeping obligations and cooperation with lawful requests from authorities where required.

Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties where necessary and lawful, including:

Service providers acting as data processors who support our business operations, such as IT providers, payment processors, accounting or bookkeeping support, and secure data storage providers.

Professional advisers such as accountants, auditors, or legal advisers where this is necessary for the services they provide to us and where they are bound by confidentiality and data protection obligations.

Public authorities or regulators where we are required to disclose information to comply with legal or regulatory duties, court orders, or to exercise or defend legal claims.

Where we use processors, we ensure there is a written contract requiring them to process your data only in accordance with our instructions, to apply appropriate security, and to respect your rights and the requirements of data protection law.

International transfers

Where any of our service providers or systems involve transfers of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent measures required under data protection law.

Data retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

In general, we retain core customer records, including contact details, service history and key communications, for as long as you remain our customer and for a period after our relationship ends where this is required or justified. The retention period will take into account limitation periods for legal claims and requirements for tax and financial records.

Where we no longer need personal data for the original purpose and there is no legal reason to keep it, we will securely delete or anonymise it.

Security of your data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to staff and contractors who need it to perform their duties.

Your data protection rights

Under the UK GDPR you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

The right of access to obtain confirmation of whether we process your personal data and to request a copy of that data, along with information about how we use it.

The right to rectification to have inaccurate personal data corrected and incomplete data completed.

The right to erasure, sometimes called the right to be forgotten, in certain circumstances where there is no longer a lawful basis for us to keep your data.

The right to restrict processing in certain situations, such as where you contest the accuracy of the data or object to our processing, for a period while we consider your request.

The right to object to processing that is based on our legitimate interests, including certain forms of profiling, where your specific situation justifies it.

The right to data portability where processing is based on consent or contract and carried out by automated means, allowing you to obtain and reuse your personal data in a structured, commonly used and machine readable format and to request that we transfer it to another controller where technically feasible.

Where we rely on consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

Complaints and further information

If you have questions about this Privacy Policy or how we process your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our website or in our service documentation.

You also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom if you are unhappy with how we handle your personal data. We would, however, welcome the chance to address your concerns directly before you approach the supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal or regulatory developments, or best practice. Any changes will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.