Privacy Policy - Cleaners Bromley

Last updated: This Privacy Policy explains how Cleaners Bromley collects, uses, stores, shares, and protects personal data belonging to our customers and prospective customers in the Bromley area. It applies to all Cleaners Bromley customers in the area, including anyone who enquires about, books, receives, or manages cleaning services with us.

We are committed to handling personal information fairly, lawfully, and transparently. We respect your privacy and aim to ensure that any data we process is only used for legitimate business purposes and in a way that is consistent with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaners Bromley provides domestic and/or commercial cleaning services in Bromley and surrounding local areas. For the purposes of data protection law, we act as the data controller for the personal data described in this policy. This means we decide why and how your personal information is used.

This policy covers personal data collected from customers, prospective customers, service users, account holders, and individuals who communicate with us about our services.

2. What Personal Data We Collect

We collect only the information needed to deliver our services, manage our business, and meet our legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity information such as your name and title.
Contact details such as address, telephone number, and email address.
Service details such as property type, cleaning preferences, instructions, access notes, and appointment history.
Billing and payment information such as payment status, invoice records, and transaction references.
Communication records including emails, messages, call notes, and feedback.
Technical information where relevant, such as basic website usage data or device information if you interact with our online services.

We generally do not seek to collect special category data, such as information about health, religion, or political views. If you voluntarily provide sensitive information, we will only process it where there is a lawful basis and where it is necessary for a specific purpose.

3. How We Collect Your Data

We may collect personal information directly from you when you:

request a quote or make an enquiry;
book or manage a cleaning service;
communicate with us by phone, email, or other written messages;
complete forms or provide instructions relating to our services;
make a payment or request an invoice;
leave feedback or raise a complaint.

We may also receive data from third parties where necessary, for example payment processors, booking systems, or individuals authorised to manage a booking on your behalf.

4. Why We Use Your Personal Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to arrange appointments and service schedules;
to process payments and issue invoices;
to communicate with you about bookings, changes, or service updates;
to respond to enquiries, complaints, and customer support requests;
to maintain business records and comply with legal, tax, and accounting duties;
to improve our services and customer experience;
to protect our business, staff, customers, and property from misuse, fraud, or unlawful activity.

We will only use your personal information for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Cleaners Bromley relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, managing schedules, and processing payment-related information.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing customer communications, improving our services, maintaining service records, and preventing misuse of our systems. We always consider whether the processing is proportionate and relevant.

Legal Obligation

We may process and retain personal data where necessary to comply with legal obligations, such as tax, accounting, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or where required for processing particularly sensitive information. Where consent is used, you may withdraw it at any time.

6. How We Store and Protect Your Data

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

While no system can be guaranteed 100% secure, we work to keep your information safe and to reduce risk wherever possible. Only those who need access to personal data for legitimate business purposes are permitted to use it.

7. Retention of Personal Data

We keep personal data only for as long as is necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and why it is held.

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Complaints and communication records: retained as needed to manage disputes, support quality control, or demonstrate compliance.
Consent-based data: retained until consent is withdrawn or the information is no longer needed.

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

8. Processors and Third Parties

We may share personal data with trusted third-party processors who support the operation of our business. These processors act on our instructions and are required to protect your data and use it only for specified purposes.

Examples of processors may include:

payment service providers;
booking and scheduling software providers;
IT and cloud storage providers;
email and communication service providers;
professional advisers, such as accountants or legal advisers, where necessary.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, safety, or property of Cleaners Bromley, our customers, or others.

We do not sell personal data.

9. Your Rights

As a data subject, you have a number of rights under data protection law. These rights apply depending on the circumstances and any legal exemptions. They include:

Right of access: you can ask for 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 ask us to delete your data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can ask for certain information in a structured, commonly used format.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

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

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with service arrangements and only where necessary. If we become aware that we have inadvertently collected such data, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal processes. Any updated version will apply from the date it is published. We encourage customers in Bromley to review this policy periodically so they remain informed about how their information is used.

12. Summary of Our Commitment

Cleaners Bromley is committed to responsible data handling, clear communication, and respect for your privacy. We only collect what we need, process it lawfully, keep it securely, and retain it only for as long as necessary. We also ensure that trusted processors are bound by appropriate safeguards and that your rights are respected.

This Privacy Policy applies to all Cleaners Bromley customers in the area.