Privacy Policy - Deep Cleaning Belsizepark

Deep Cleaning Belsizepark is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect personal information when you use our cleaning services. It applies to all Deep Cleaning Belsizepark customers in the area, including prospective customers, existing customers, and individuals who contact us on behalf of a property, business, or household.

This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It is intended to help you understand what information we process, why we process it, and what rights you have in relation to your personal data.

1. Who We Are

Deep Cleaning Belsizepark acts as the data controller for the personal data described in this policy. This means we decide how and why your personal data is used in relation to the services we provide. Where we engage third-party providers to help us deliver our services, they may act as data processors on our behalf, or as independent controllers where they determine their own purposes.

2. Information We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The data we may collect includes:

Identity details such as your name, title, or business name.
Contact details such as phone number, email address, and service address.
Service information such as booking details, property access instructions, cleaning preferences, and service history.
Payment information such as billing records and payment confirmations. We do not usually store full card details if a third-party payment provider is used.
Communication records including messages, calls, complaints, feedback, and requests.
Technical data such as IP address, device information, or cookie-related data if you interact with our digital services.
Safeguarding or security information where relevant to property access, service delivery, or incident handling.

We may also collect limited special category data only where you voluntarily provide it and only when necessary, for example health-related access needs, mobility requirements, or allergy concerns that affect how we deliver cleaning services. Such data is handled with additional care and only where a lawful condition applies.

3. How We Use Your Data

We use personal data for the following purposes:

to provide cleaning services and manage appointments;
to communicate with you about bookings, quotes, changes, or service issues;
to process payments, invoices, and refunds;
to maintain service records and customer preferences;
to respond to enquiries, feedback, complaints, or claims;
to improve our operations, training, quality control, and customer experience;
to comply with legal and regulatory obligations;
to prevent fraud, misuse, or unauthorized access;
to defend or pursue legal claims where necessary.

We only use your data in ways that are compatible with the purpose for which it was collected, unless we have a valid legal reason to do otherwise.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the context, the lawful bases we rely on may include:

Contract – when processing is necessary to provide services, take bookings, carry out cleaning work, or manage payments.
Legal obligation – when we must retain or disclose data to comply with tax, accounting, health and safety, or other legal requirements.
Legitimate interests – when we use data to improve our services, manage customer relationships, prevent fraud, or maintain business records, provided these interests do not override your rights and freedoms.
Consent – where we rely on your explicit permission, for example for certain marketing activities or the processing of special category data in limited circumstances.
Vital interests – in rare situations where processing is necessary to protect someone’s life or physical safety.

Where we rely on consent, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary and only for the purposes described in this policy. These parties may include:

Payment processors who handle transactions securely;
Booking or scheduling systems used to manage appointments;
IT and cloud service providers that store or support our business systems;
Accountants or professional advisers where required for financial, tax, or legal purposes;
Subcontractors or operatives engaged to deliver services on our behalf;
Law enforcement, regulators, or courts where disclosure is required by law.

Where a third party processes data on our behalf, we require them to act under written data processing terms, to keep information secure, and to process it only according to our instructions. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting obligations. Retention periods vary depending on the type of information and the reason we hold it.

Customer booking and service records are usually kept for the duration of the service relationship and for a reasonable period after completion.
Financial and tax records are retained for the period required by applicable law.
Complaints, disputes, and claims records may be kept longer where needed to resolve issues or defend legal rights.
Marketing records are kept until you withdraw consent or object, where applicable.

When personal data is no longer needed, we delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorized access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, staff training, and restricted access to sensitive records. However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place in line with applicable data protection laws. This may include standard contractual protections or transfers to countries recognised as providing an adequate level of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal exceptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data where there is no legal reason for us to keep it.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled improperly. We encourage you to raise any concerns directly so we can try to resolve them promptly and fairly.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect children’s personal data unless it is provided by a parent, guardian, or authorised representative in connection with a service request or property access arrangement. Where we become aware that data has been collected without appropriate authority, we will take steps to address it.

11. Marketing Communications

Where permitted by law, we may send limited service-related communications or optional marketing messages. You can opt out at any time. If you tell us not to contact you for marketing purposes, we will respect that preference. We will not use your personal data for unrelated marketing without a lawful basis.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. When we do, we will revise the policy accordingly. We encourage you to review it periodically so you remain informed about how your personal data is handled.

Summary of Your Data Protection Position

Deep Cleaning Belsizepark only processes personal data where it is necessary, lawful, and proportionate. We aim to keep your information secure, use it fairly, retain it only as long as needed, and respect your rights at all times. This policy applies to all Deep Cleaning Belsizepark customers in the area and should be read as the basis for how we handle your data in connection with our services.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.