Privacy Policy - Cleaners Bromley

This Privacy Policy explains how Cleaners Bromley collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Bromley customers in the Bromley area, including anyone who requests, books, receives, or enquires about our cleaning services. We are committed to handling personal data in a lawful, fair, transparent, and secure way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all individuals whose personal data we process in connection with our services, including residential and commercial customers, prospective customers, service recipients, and individuals who communicate with us about appointments, quotations, or service issues. It also applies to any person whose details are provided to us in order to arrange a cleaning service, such as property owners, tenants, landlords, letting agents, or building managers.

2. Data we collect

We collect only the information that is necessary to provide and manage our services, respond to enquiries, and meet our legal and operational obligations. The types of personal data we may collect include:

• Identity details such as name and title.
• Contact details such as address, telephone number, and email address.
• Service details such as booking information, property access instructions, cleaning preferences, and service history.
• Payment-related information such as invoicing details and transaction records. We do not intentionally store full card details if payment is processed by a secure payment provider.
• Communication records including emails, messages, feedback, complaints, and notes about service arrangements.
• Technical information may be collected when you interact with our online systems, such as device type, browser information, and basic usage data, where applicable.

We normally collect data directly from you when you make an enquiry, place a booking, use our services, or communicate with us. In some cases, information may be provided by third parties who arrange services on your behalf, such as an employer, landlord, managing agent, or family member. We may also receive information needed to carry out a service, for example access instructions or special cleaning requirements.

3. How we use your data

We use personal data for the following purposes:

• to provide cleaning services and manage bookings;
• to respond to enquiries and prepare quotations;
• to communicate about appointments, service changes, and customer support;
• to issue invoices and process payments;
• to maintain service records and quality standards;
• to handle complaints, disputes, and insurance-related matters;
• to comply with legal, tax, accounting, and regulatory obligations;
• to improve our services, systems, and customer experience;
• to protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only use your personal data for the specific purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful basis for processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, managing schedules, and handling payment and invoicing matters.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, record keeping, internal quality control, preventing fraud, improving operations, and responding to customer queries.

Legal obligation

We may process and retain certain information to comply with legal obligations, such as tax, accounting, employment, insurance, and record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example where it is legally required for a specific optional purpose. Where we rely on consent, you may withdraw it at any time. This 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 who help us operate our business and deliver our services. These third parties act as processors or, in some cases, independent controllers. We take steps to ensure that any sharing is necessary, proportionate, and protected by appropriate safeguards.

• Payment processors who handle secure payment transactions.
• Accounting and bookkeeping providers who help manage financial records and reporting.
• IT, hosting, and software providers who support our booking, communication, storage, or administrative systems.
• Customer service tools used to manage communications and service requests.
• Professional advisers such as accountants, insurers, or legal advisers where necessary.
• Public authorities where we are required to disclose information by law or to protect rights, safety, or property.

Where a processor acts on our behalf, we require them to process personal data only according to our instructions, to keep it secure, and to use it only for the agreed purpose. We do not sell 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 any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason it was collected.

For example, service records may be retained for a reasonable period to manage ongoing customer relations, resolve disputes, and maintain accurate business records. Financial and tax-related records are generally kept for the periods required by law. When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it.

In some circumstances, we may retain data for longer if needed to defend legal claims, comply with a legal obligation, or manage a complaint or insurance matter. We regularly review the data we hold to ensure it is not kept longer than necessary.

7. Your rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights are not absolute and may be subject to legal exceptions or limitations.

• 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 – in certain cases, you can ask us to delete your data.
• Right to restriction – you can ask us to limit how we use your data in certain circumstances.
• Right to object – you can object to processing based on legitimate interests in some situations.
• Right to data portability – you can request that certain data be provided to you or another controller in a structured format, where applicable.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how your data is handled. If you believe your rights have not been respected, you may lodge a complaint with the UK Information Commissioner’s Office (ICO). We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

8. Security of personal data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, encryption where appropriate, and staff awareness practices. While we take data security seriously, no system can be guaranteed to be completely secure, so we continuously review and improve our safeguards.

9. International transfers

If any service provider processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place so that your personal data remains protected to a standard required by law. This may include the use of approved contractual protections or other legally recognised transfer mechanisms.

10. Children’s data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children except where it is necessary in connection with a service arrangement and only with appropriate permission from a parent, guardian, or responsible adult where required.

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 practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

12. Summary of our commitment

Cleaners Bromley is committed to respecting your privacy and using personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and protect it with appropriate safeguards. This policy is designed to ensure that every customer in the Bromley area understands how their information is handled and what rights they have under data protection law.