Clapham Cleaners Privacy Policy
This Privacy Policy explains how Clapham Cleaners collects, uses, stores, and protects your personal data in line with the UK General Data Protection Regulation and applicable data protection laws. It applies to all customers and prospective customers of Clapham Cleaners within our service area, including anyone who uses our cleaning services, visits our website, or otherwise interacts with us as a customer or potential customer.
By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time, and any changes will apply from the date we publish the updated version.
Who We Are and Scope of This Policy
Clapham Cleaners is a cleaning services provider operating in the local area. For the purposes of data protection law, Clapham Cleaners is the data controller of the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed when you engage our services or interact with us as a customer or potential customer within our service area.
This policy applies to all customer interactions with Clapham Cleaners, including in-person bookings, telephone or messaging enquiries, and website or online booking forms, where applicable.
Types of Personal Data We Collect
We only collect personal data that is relevant and necessary for the purposes described in this Privacy Policy. Depending on how you interact with us, we may collect the following categories of data:
Identity and contact details: name, address, service property address, and other basic contact information you provide when booking or enquiring about our services.
Service and booking information: details about your cleaning requirements, property type and size, preferred times and dates, access instructions, and any special requests you share with us.
Payment and billing information: details necessary to process your payments and manage invoices. Where third party payment processors are used, we generally receive limited payment confirmation details rather than full card data.
Communication records: information contained in messages, calls, or other correspondence you have with us, including queries, feedback, or complaints.
Technical and usage data: if you use our website, we may collect limited technical data such as IP address, browser type, and basic usage data through standard logging for security, performance monitoring, and service improvement.
How We Collect Your Personal Data
We collect personal data in several ways:
Directly from you when you contact us to enquire about or book our cleaning services, when you provide instructions to our staff, or when you give feedback or make a complaint.
Indirectly through our website or digital tools, for example when you submit an online form, or when basic technical data is captured through our website logs.
From third parties such as payment processors that confirm that a payment has been made, and in some cases from partners who refer you to us, where you have agreed to that referral.
Lawful Bases for Processing Your Data
We rely on the following lawful bases under the UK GDPR to process your personal data:
Contract: we process your identity, contact, and service information to enter into and perform our contract with you, including providing cleaning services, managing bookings, processing payments, and responding to your service-related queries.
Legal obligation: we may process and retain certain records to meet legal, tax, accounting, or regulatory requirements.
Legitimate interests: we may process your data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. This includes scheduling and managing staff, improving our services, responding to customer feedback, preventing fraud, and ensuring the security of our systems and premises.
Consent: in certain limited cases, we may rely on your consent, for example for specific types of marketing communications. Where we rely on consent, you can withdraw it at any time, and we will explain how you can do this at the point we collect it.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our cleaning services, including handling bookings, scheduling staff, accessing your property as instructed, and tailoring our services to your requirements.
To communicate with you about your bookings, changes to services, cancellations, feedback, and any issues that arise.
To process payments, manage invoices, and maintain appropriate business and financial records.
To manage our relationship with you, including handling queries, complaints, and customer service matters.
To maintain and improve our services and business processes, including training staff, monitoring quality, and enhancing customer experience.
To comply with legal obligations and protect our rights, including resolving disputes, enforcing terms of service, and preventing fraud or misuse of our services.
Data Sharing and Use of Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary and in line with the purposes described in this Privacy Policy. In particular, we may share your data with:
Service providers acting as data processors who support our operations, such as payment processors, accounting or payroll providers, IT, hosting, or booking system providers, and communication service providers. These processors may only process your personal data on our documented instructions and are subject to obligations of confidentiality and security.
Professional advisers, such as accountants or legal advisers, where necessary for business management, compliance, or dispute resolution.
Authorities and regulators, where required by law or where we consider it necessary to protect our rights, the rights of our customers, or the rights of others.
If we use data processors located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In practice, this generally means:
Customer and booking records are retained for as long as you remain an active customer and for a defined period afterwards, to handle any follow-up queries, disputes, or repeat bookings.
Financial and transactional records are typically retained for a period required by tax and accounting laws.
Communication records are retained for a reasonable period to address any ongoing issues, service improvements, or complaints.
When personal data is no longer needed, we will either delete it securely or anonymise it so that it can no longer be used to identify you.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to staff and processors who need it for their duties, using secure systems and passwords, and training staff on the importance of data protection and confidentiality.
While we take reasonable steps to safeguard your data, no system is completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities in accordance with our legal obligations.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Clapham Cleaners customers within our service area, subject to certain legal conditions and exceptions. Your rights include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of that data, together with certain information about how we use it.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: in certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.
Right to restriction of processing: you can request that we restrict our processing of your data in certain circumstances, for example while we verify the accuracy of data you contest.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any profiling based on those interests. We will then stop processing unless we have compelling legitimate grounds which override your interests, rights, and freedoms, or unless it is needed for legal claims.
Right to data portability: where our processing is based on your consent or on a contract and is carried out by automated means, you can request that we provide your personal data in a structured, commonly used, machine-readable format, and that we transmit it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.
Contact and Further Information
If you have any questions about this Privacy Policy or about how Clapham Cleaners processes 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 standard customer communications or via the usual channels you use to book or manage your services. We will respond to your request or query in accordance with applicable data protection laws.