Privacy Policy - Deep Cleaning Shepherdsbush

This Privacy Policy explains how Deep Cleaning Shepherdsbush collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Shepherdsbush customers in the area, including individuals and businesses that request, receive, or enquire about our cleaning 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

Deep Cleaning Shepherdsbush provides professional deep cleaning services for homes, offices, and other premises in the Shepherdsbush area. In the context of data protection law, we act as a data controller for the personal data we collect and determine how and why it is used. This Policy applies to all personal data processed in connection with our services, enquiries, bookings, administration, and customer support activities.

2. Personal Data We Collect

We only collect personal data that is necessary for the operation of our services, customer management, compliance, and service improvement. The categories of data we may collect include:

Identity data such as your name, title, and any business or organisation name.
Contact data such as address details, email address, and telephone number.
Service information such as property access instructions, cleaning preferences, booking details, and service history.
Billing and transaction data such as payment records, invoice details, and service charges.
Communication data such as messages, enquiries, complaints, feedback, and correspondence records.
Technical data where applicable, such as basic device or browsing information when you interact with our digital systems.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or unless required for a legitimate operational or legal reason. If such data is ever processed, it will be handled with additional safeguards and only where permitted by law.

3. How We Use Personal Data

We use personal data for specific and limited purposes. These include:

responding to enquiries and providing quotations;
arranging and delivering cleaning services;
managing bookings, scheduling, and access arrangements;
issuing invoices, processing payments, and maintaining financial records;
handling customer support, complaints, and service follow-up;
maintaining internal records and service quality;
complying with legal, regulatory, tax, and accounting obligations;
protecting our business, staff, and customers from fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we are required or permitted to do so by law.

4. Lawful Basis for Processing

We process personal data only where a lawful basis applies under UK GDPR. Depending on the circumstances, the lawful basis may include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes booking services, delivering cleaning work, managing service requests, and processing payments.

Legal Obligation

We may process data where necessary to comply with legal obligations, such as tax, accounting, record-keeping, fraud prevention, and responding to lawful requests from authorities.

Legitimate Interests

We may process 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 administration, improving operations, maintaining records, and protecting our business against misuse.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to a specific form of communication or data use. Where consent is used, you have the right to withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and appropriate. These third parties may act as processors who handle data on our behalf and under our instructions. Examples may include:

payment service providers;
accounting and bookkeeping services;
IT and cloud storage providers;
administrative support systems;
professional advisers such as legal or tax advisers;
regulatory bodies, law enforcement, or public authorities where required by law.

All processors are required to handle personal data securely, use it only for agreed purposes, and comply with applicable data protection obligations. We do not sell personal data.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We take steps to ensure that personal data remains protected to a standard consistent with UK GDPR requirements.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

Customer and service records are usually retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Communication records may be retained to manage service history, resolve disputes, and maintain accurate business records.
Enquiry data that does not lead to a booking may be kept for a limited period before being deleted or anonymised.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain data for longer if required to establish, exercise, or defend legal claims.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data access. While no method of transmission or storage is completely risk-free, we aim to maintain a level of security appropriate to the sensitivity of the data we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the lawful basis and the nature of the processing.

Right of access – you can request confirmation of whether we process your personal data and receive a copy of it.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain circumstances, you can request deletion of your personal data.
Right to restriction – you can ask us to limit the way we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – in some cases, you can ask for your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can address your concerns promptly and fairly.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in the context of providing services requested by an adult customer and lawfully permitted. If we become aware that we have collected data from a child without appropriate legal basis, 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 legal requirements, business practices, or service arrangements. When we do so, we will revise the policy accordingly. The most recent version will apply to your use of our services and interactions with Deep Cleaning Shepherdsbush.

12. How We Apply This Policy

This Policy applies to all customers, prospective customers, and service users in the Shepherdsbush area who engage with Deep Cleaning Shepherdsbush. By using our services or providing your information to us, you acknowledge that your personal data will be processed in accordance with this Privacy Policy and applicable data protection law. We are committed to processing your information in a lawful, transparent, and responsible way, and to respecting your rights at all times.