Privacy Policy - Wandsworth Cleaners

Effective date: This Privacy Policy applies to all Wandsworth Cleaners customers in the area where our services are provided.

Wandsworth Cleaners is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK GDPR and the Data Protection Act 2018. It also explains your rights and how we ensure your data is handled lawfully, fairly, and transparently.

1. Who this policy applies to

This policy applies to all Wandsworth Cleaners customers in area, including current and prospective customers, individuals who request a quote, people who make a booking, and anyone who communicates with us in connection with our cleaning services. It also applies to users who interact with us by phone, email, online forms, or any other communication channel used to arrange or manage services.

2. Personal data we collect

We collect only the personal data necessary to provide our services, manage our business, and meet legal obligations. Depending on your interaction with us, we may collect the following categories of data:

Identity data: name, title, and any relevant business or household contact details.
Contact data: address, email address, telephone number, and preferred communication details.
Service data: details about the cleaning service requested, property information, access notes, booking dates, service preferences, and service history.
Payment data: billing details and transaction records. We do not store full card information where payment processing is handled securely by a third-party payment provider.
Communication data: records of emails, messages, call notes, complaints, feedback, and any instructions you provide.
Technical data: limited information such as device type, browser type, and usage data where our systems generate such records for security or performance purposes.
Special category data: we do not intentionally collect special category data. If you choose to share information relating to health, access needs, allergies, or vulnerability in order to help us deliver a safe service, we will only use it where necessary and with appropriate safeguards.

We do not collect more data than is needed for the purposes described in this policy.

3. How we use your data

We use personal data to operate our services efficiently and lawfully. The main purposes include:

responding to enquiries and providing quotes;
managing bookings and service delivery;
communicating scheduling changes or service updates;
processing payments and maintaining financial records;
handling complaints, feedback, and customer support;
maintaining service quality, safety, and internal records;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, or unauthorised access;
improving our services and business processes.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging services, confirming bookings, providing cleaning services, and managing payment or service delivery.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes improving our services, maintaining records, responding to customer queries, ensuring security, and preventing fraud. We assess these interests to make sure they are appropriate and proportionate.

Legal obligation

We may process personal data to comply with legal duties, such as accounting requirements, tax obligations, record-keeping, or responding to lawful requests from authorities.

Consent

Where required, we will rely on your consent. For example, this may apply if we need to process optional information that is not necessary for the service. When consent is used, you can withdraw it at any time.

Vital interests

In exceptional circumstances, we may process data to protect someone’s vital interests, such as in an emergency situation involving health or safety.

5. Sharing your data and processors

We may share personal data with trusted third parties where necessary to run our business and provide our services. These third parties act as processors or, in some cases, independent controllers.

Examples of processors may include:

IT and cloud service providers that host our records and systems;
payment processing providers who handle secure transactions;
accounting or bookkeeping service providers;
customer management or booking system providers;
email, messaging, or communication service providers;
professional advisers who support legal, tax, or compliance matters.

Where we use processors, we ensure there is a written contract in place requiring them to process data only on our instructions, keep it secure, and comply with data protection law.

We may also disclose personal data if required by law, to protect our legal rights, or in connection with a business restructuring, provided such disclosure is permitted by applicable law.

We do not sell your personal data.

6. 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 requirements. Retention periods vary depending on the type of data and the reason we hold it.

Customer and booking records: retained for as long as needed to manage the service relationship and resolve any issues.
Financial and tax records: retained for the period required by law and standard accounting practice.
Communication records: retained for a reasonable period to support customer service, dispute handling, and audit purposes.
Inactive or unneeded records: securely deleted or anonymised when they are no longer required.

Where we no longer need personal data, we will ensure it is securely erased or anonymised.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of personal information. While no system can be guaranteed completely secure, we work to maintain an appropriate level of protection based on the risks involved.

8. Your rights under GDPR

You have several rights in relation to your personal data. These rights may be subject to conditions or legal exemptions, but we will always respond in line with data protection law.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to data portability: you can request that certain data be provided to you or another controller in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request using the channels normally used to contact us. We may need to verify your identity before responding. We aim to respond without undue delay and within the time limits required by law.

9. International transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections. We only allow such transfers when they meet the requirements of applicable data protection law.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s service arrangement and only where lawful and appropriate.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practice. When we make changes, we will revise the policy accordingly. We encourage customers to review it periodically so they remain informed about how personal data is handled.

12. Summary of our approach

Wandsworth Cleaners processes personal data carefully, only when needed, and in line with GDPR principles such as lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We are committed to using personal data responsibly and to respecting your rights at every stage of the service relationship.

In short: we collect the data needed to provide cleaning services, rely on clear lawful bases, use trusted processors under contract, keep data only as long as necessary, and give customers full GDPR rights.