Privacy Policy - Cleaner Ealing

This Privacy Policy explains how Cleaner Ealing collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Ealing customers in the area, including individuals, households, landlords, tenants, and business clients who use our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaner Ealing provides domestic and commercial cleaning services. In order to arrange, deliver, and manage these services, we may need to process personal information about you or other people connected to your booking. This policy explains what data we collect, why we collect it, the lawful bases we rely on, how long we keep it, who may process it on our behalf, and what rights you have.

2. Personal Data We Collect

We collect only the information that is necessary for providing and managing our cleaning services. Depending on your interaction with us, the personal data we may collect includes:

Identity information such as your name, title, and any relevant account details.
Contact information such as your address, email address, and telephone number.
Service information such as property access instructions, cleaning preferences, appointment times, and service history.
Billing and payment information such as invoicing details, payment status, and transaction references. We do not usually store full card details if a payment provider handles the transaction.
Communication records such as emails, messages, notes about your booking, complaints, and feedback.
Technical information if you contact us electronically, such as limited device or usage data needed for security and administration.

We generally do not intentionally collect special category data. If such information is ever shared with us accidentally, we will process it only where necessary and with appropriate safeguards, or delete it where lawful to do so.

3. How We Use Personal Data

We use personal data to deliver a reliable service and manage our business operations. This may include:

responding to enquiries and providing quotes;
booking, confirming, and carrying out cleaning services;
managing access arrangements and service preferences;
issuing invoices and processing payments;
communicating changes, updates, or service issues;
handling complaints, disputes, or claims;
maintaining records for accounting, auditing, and legal compliance;
improving the quality and consistency of our services;
protecting against fraud, misuse, or security incidents.

We only use your personal data for the purposes described in this policy or for purposes that are compatible with them.

4. Lawful Basis for Processing

Under GDPR, every use of personal data must have a lawful basis. Cleaner Ealing relies on the following lawful bases, depending on the context:

Contract

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

Legal Obligation

We may need to process and retain certain information to comply with tax, accounting, consumer law, and other legal obligations. This can include invoices, payment records, and records of transactions.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided your rights and freedoms do not override those interests. Examples include maintaining service records, improving customer experience, preventing fraud, securing our systems, and responding to service complaints.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or specific requests that are not necessary for the service itself. Where we rely on consent, you may withdraw it at any time.

We do not use your personal data for automated decision-making that produces legal or similarly significant effects on you.

5. Data Retention

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

Customer and booking records: kept for the duration of the service relationship and for a reasonable period afterwards to handle queries, disputes, or repeat services.
Invoices and financial records: kept for the period required by tax and accounting law.
Communication records: retained for as long as needed to manage the service, resolve issues, or demonstrate compliance.
Complaints and claims: retained until the matter is resolved and for an additional period where needed for legal defence or compliance.

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

6. Sharing Personal Data and Processors

We do not sell personal data. We may share information only where necessary and with appropriate safeguards. In some cases, we use third-party service providers, known as processors, who process data on our instructions and under contract.

Examples of processors may include:

payment service providers who handle card or online transactions;
accounting and bookkeeping providers;
customer communication or email service providers;
IT hosting, storage, or backup providers;
scheduling, booking, or administration tools;
professional advisers such as accountants or legal advisers, where required.

These processors may only use your data to perform services for us and must keep it secure and confidential. Where personal data is shared with other parties for legal reasons, such as tax authorities, insurers, or regulators, we will do so only where necessary and lawful.

7. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures permitted under data protection law.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, secure systems, password protection, and staff training. However, no system is completely secure, and we cannot guarantee absolute security.

9. Your Rights

As a data subject, you have rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing. You have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain situations;
Restriction of processing in certain circumstances;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the lawful basis;
Complain to the relevant supervisory authority if you believe your data rights have been infringed.

To protect your privacy, we may need to verify your identity before responding to a request. We will respond within the time limits set by law unless an extension is permitted.

10. Third-Party Information

If you provide personal data about another person, such as a family member, tenant, landlord, or property manager, you must ensure that you have the authority to do so and that they are aware of how their data may be used. You should only share information that is necessary for the service.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing services at a household address and is necessary for operational purposes. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to remove it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Cleaner Ealing respects your privacy and uses personal data only where there is a clear lawful basis. We collect the minimum information needed to provide our cleaning services, retain it only as long as required, use trusted processors under contract, and support your rights under GDPR. Our approach is designed to be transparent, secure, and proportionate, so that all Cleaner Ealing customers in the area can use our services with confidence.