Privacy Policy - Cleaners Sutton

This Privacy Policy explains how Cleaners Sutton collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in Sutton and the surrounding area. This policy applies to all Cleaners Sutton customers in the area, including domestic and commercial clients, prospective customers, and individuals who interact with us in connection with a cleaning service request, booking, or service delivery.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We respect your privacy and aim to keep your information secure and only use it for clearly defined purposes.

1. Information We Collect

We may collect and process different types of personal data depending on the services requested and how you interact with us. This may include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details such as property type, cleaning preferences, booking dates, access instructions, and special service requests.
Billing and payment information such as invoicing details and payment records.
Communication records such as messages, service confirmations, complaints, feedback, and correspondence.
Technical information if you visit any online booking or enquiry systems, including device information and usage data where applicable.

We normally collect data directly from you when you request a service, make a booking, communicate with us, provide feedback, or otherwise engage with our cleaning services. In some cases, we may receive information from a third party, such as a landlord, letting agent, property manager, or business representative arranging services on your behalf.

2. How We Use Your Personal Data

We use personal data only where it is necessary and lawful to do so. The main purposes for which we use your information include:

providing cleaning services and managing bookings;
confirming appointments and service arrangements;
communicating about changes, updates, or service-related issues;
processing payments and maintaining financial records;
handling complaints, queries, or feedback;
maintaining service quality and internal administration;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or security incidents.

We will only use your personal data for the purposes it was collected for, unless we reasonably need to use it for another compatible purpose and the law allows us to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstances, Cleaners Sutton relies 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 taking bookings, delivering cleaning services, managing service changes, and handling payments.

Legal Obligation

We may process and retain certain information where necessary to comply with legal obligations, such as tax, accounting, record-keeping, or responding to lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our customer relationships, improving our services, preventing fraud, maintaining security, and responding to enquiries efficiently.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or specific processing activities. Where we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who act as processors or service providers on our behalf. These parties are only permitted to process your information under our instructions and must keep it secure and confidential. Processors may include:

Payment service providers who assist with payment processing and related financial administration.
IT and hosting providers who support our systems, data storage, and digital tools.
Communication service providers who help deliver messages, confirmations, or operational updates.
Administrative support providers who assist with scheduling, record management, or document handling.
Professional advisers such as accountants, auditors, or legal advisers where necessary.

We may also disclose information where required by law, to enforce our legal rights, or to protect the rights, safety, and security of our customers, staff, contractors, or the public. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as it is necessary for the purpose for which it was collected, including for the purposes of satisfying any legal, accounting, reporting, or operational requirements. The retention period depends on the type of information and the reason we hold it.

For example, booking and service records may be kept for a reasonable period after completion of the service so we can handle enquiries, maintain business records, and resolve disputes. Financial records are typically retained for a longer period to meet tax and accounting obligations. Once data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it.

We apply data minimisation and storage limitation principles, meaning we aim to keep only the information we need and only for as long as necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted handling of sensitive information where relevant.

Although we take reasonable steps to protect data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that affects your rights and freedoms, we will act in accordance with our legal obligations.

7. Your Rights

As a data subject, you have several rights under data protection law. These rights apply subject to certain legal conditions and exemptions. You may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you have provided to us, where applicable;
withdraw consent at any time where processing is based on consent.

You also have the right to raise a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

8. Children’s Data

Our cleaning services are generally intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and lawfully provided by an adult responsible for the property or booking.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We recommend reviewing this policy periodically so you remain informed about how we protect your personal data.

10. Summary of Key Principles

Cleaners Sutton is committed to processing your personal data in a way that is lawful, transparent, secure, and limited to what is necessary. We collect only the information needed to provide and manage cleaning services, rely on appropriate lawful bases for processing, share data only with trusted processors or where required by law, and keep information only for as long as needed. All customers in the Sutton area are covered by this policy, and we aim to respect your rights at every stage of our service relationship.