Privacy Policy - Cleaners W3

This Privacy Policy explains how Cleaners W3 collects, uses, stores, shares, and protects personal data. It applies to all Cleaners W3 customers in area, including anyone who enquires about, books, receives, or pays for our cleaning services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to current and prospective customers, household members whose data is provided to us, and any person who communicates with Cleaners W3 in connection with our services. It also applies to data supplied by third parties where that information is necessary for delivering a service, confirming access arrangements, issuing invoices, or managing service-related requests.

2. Personal data we collect

We collect only the data we need to provide and manage our services. Depending on your interaction with us, this may include:

Identity data such as your name and, where relevant, the name of a household contact.
Contact data such as address, telephone number, and email address.
Service data including booking history, service preferences, instructions, property access details, and cleaning notes.
Payment data such as billing details, payment status, and transaction references.
Communication data including messages, complaints, feedback, and records of service-related correspondence.
Technical data where applicable, such as basic device or browser information used to help secure and maintain our systems.

We do not intentionally collect special category data unless it is strictly necessary and you have given appropriate consent or we have another lawful basis to process it. We ask that you avoid sharing sensitive information unless it is relevant to your service request.

3. How we use your data

Cleaners W3 uses personal data for the following purposes:

to provide cleaning services and manage appointments;
to confirm customer requirements and access arrangements;
to issue invoices, process payments, and maintain financial records;
to respond to enquiries, complaints, and service updates;
to improve service quality, training, and internal procedures;
to maintain security, prevent fraud, and protect our business and customers;
to meet legal and regulatory obligations.

We use your information only for clear and legitimate purposes. Where possible, we keep the data minimal, accurate, and up to date.

4. Lawful basis for processing

We process personal data under one or more lawful bases permitted by the UK GDPR. These include:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as managing bookings, carrying out cleaning services, and handling payments.

Legal obligation

We may process and retain data when required to comply with tax, accounting, health and safety, or other legal obligations.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, quality control, business record keeping, and fraud prevention.

Consent

In limited cases, we may rely on your consent, for example where optional communications or the processing of certain sensitive details is involved. You may withdraw consent at any time where consent is the basis for processing.

5. Data sharing and processors

We may share personal data with trusted third parties who act as processors on our behalf. These parties process data only under our instructions and are required to protect it appropriately. Processors may include:

payment service providers who handle secure payment processing;
accounting or bookkeeping providers who support financial administration;
IT and cloud storage providers that help us secure and manage data;
communication service providers used to send service-related messages;
operational subcontractors where needed to deliver the requested service.

We may also disclose data where required by law, to respond to lawful requests, to establish or defend legal claims, or to protect the rights, property, or safety of Cleaners W3, our customers, or others. We do not sell personal data.

6. International transfers

Where any processor stores or accesses data outside the UK, we take steps to ensure the transfer is lawful and protected by appropriate safeguards. These safeguards may include adequacy regulations, contractual protections, or equivalent measures required by data protection law.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for legal, accounting, or reporting requirements. Retention periods depend on the type of data and our obligations. In general:

Customer and service records are retained for the period needed to manage the relationship and after that for a reasonable period to address queries or disputes.
Financial and tax records are retained for the period required by law.
Communication records may be retained for service quality, continuity, and dispute resolution purposes.

When data is no longer needed, it is securely deleted or anonymised. If you request erasure, we will assess whether we are legally required or otherwise entitled to keep certain records.

8. Data security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information we hold and the risks associated with processing it. Access is limited to authorised personnel and approved processors who need the data for legitimate business purposes.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

We may need to verify your identity before responding to a request. Some rights are subject to legal exceptions and may not apply in every case. We will explain any decision we make where required.

10. How to exercise your rights

If you wish to exercise any of your rights, you should make a clear request describing the information or action you want. We will respond within the timeframe required by law, usually within one month, unless the request is complex or numerous. In such cases, we may extend the response period as permitted by law and will keep you informed.

11. Children’s data

Our services are intended for adult customers. We do not knowingly collect personal data from children except where it is necessary for service delivery and provided by an adult with authority to do so. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most current version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of our approach

Cleaners W3 takes privacy seriously and processes personal data only when necessary, lawful, and proportionate. We aim to keep information secure, use it responsibly, retain it only for as long as needed, and respect your rights under the law. This policy is designed to provide a clear and transparent explanation of how we operate in relation to customer data.

Important notice: By using Cleaners W3 services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.