Privacy Policy - Cleaners Maidavale

This Privacy Policy explains how Cleaners Maidavale collects, uses, stores, shares, and protects personal data in connection with our cleaning services. It applies to all Cleaners Maidavale customers in the area, including prospective customers, current customers, and former customers who have used our services. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaners Maidavale provides domestic and related cleaning services to individuals and households in the local area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in order to deliver our services, manage customer relationships, and meet legal obligations.

2. Personal Data We Collect

We collect only the data that is necessary and relevant for our services. Depending on your interactions with us, we may collect the following categories of personal data:

Identity data such as your name.
Contact data such as your address, telephone number, and email address.
Service details such as cleaning preferences, property access instructions, frequency of visits, and specific tasks requested.
Payment data such as billing details, payment status, and limited transaction information.
Communication data such as messages, complaints, feedback, and records of customer support correspondence.
Usage and administrative data such as appointment records, service history, and notes needed to manage bookings.
Special category data only where strictly necessary and where you choose to provide it, for example information about access needs or health-related preferences that affect service delivery.

We do not intentionally collect more data than required. We do not seek to collect sensitive information unless there is a lawful and clear reason connected to providing our services.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or receive a cleaning service;
communicate with us by phone, email, or message;
provide feedback, make a complaint, or ask a question;
update your details or service preferences.

In some cases, we may also receive information from third parties where necessary, such as payment processors, referral partners, or household representatives authorised to act on your behalf. Where this happens, we ensure the data is handled in accordance with applicable law.

4. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under UK GDPR. Depending on the situation, our lawful bases are as follows:

Contract

We process your data where it is necessary to enter into or perform a contract with you, such as arranging bookings, delivering cleaning services, handling payment administration, and managing service changes.

Legal obligation

We may process data where necessary to comply with legal obligations, including accounting, tax, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving our services, managing customer communications, preventing fraud, maintaining internal records, and ensuring service quality.

Consent

Where required by law, we rely on your consent. This may apply to the processing of certain optional information or to specific communications. When consent is used, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

Vital interests and public interest

These bases are unlikely to apply in routine cleaning services, but where they do become relevant, we will use them only in accordance with applicable law.

5. How We Use Your Data

We use personal data for the following purposes:

to provide and manage our cleaning services;
to process bookings, cancellations, and rescheduling requests;
to communicate with you about your service;
to process and reconcile payments;
to maintain internal records and service history;
to respond to complaints, queries, and support requests;
to improve our services and customer experience;
to comply with legal and regulatory requirements;
to protect against misuse, fraud, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the original reason for collecting it unless we have a lawful basis to do so and, where required, we inform you of the change.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors or, in limited cases, as independent controllers. These parties only process data on our instructions or where they have their own legal responsibility. Our processors may include:

Payment processors who help us handle card or electronic payments.
IT and hosting providers who store data securely and support our systems.
Communication service providers who help us send messages, confirmations, or service updates.
Accounting or bookkeeping providers who assist with financial records and compliance.
Service management tools used for scheduling, invoicing, or customer administration.

We require all processors to protect personal data, use it only for authorised purposes, and implement appropriate technical and organisational security measures. We do not sell personal data.

In rare situations, we may disclose data if required by law, to protect our rights, or to prevent harm. If data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, and reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

As a general rule:

customer service and booking records are kept for a period necessary to manage the business relationship and address queries;
financial and invoicing records are retained for the period required by law;
complaints and correspondence are retained for a reasonable time to resolve issues and maintain records;
data processed solely on the basis of consent is kept until consent is withdrawn, unless another lawful basis applies.

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

8. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess your request carefully and respond appropriately.

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 situations.
Right to restriction – you can ask us to limit how we use your data in certain circumstances.
Right to data portability – you can ask for certain data to be provided in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve the issue promptly.

9. Data Security

We take appropriate steps to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and routine review of our data handling practices. While no system is completely secure, we work to maintain a level of security appropriate to the risks involved.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from children unless it is provided by an adult customer in connection with household service arrangements. If we become aware that we have collected child-related data without a valid reason, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published. We encourage customers in the area to review this policy periodically to stay informed about how their data is used.

12. Summary of Our Commitment

Cleaners Maidavale is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear purposes, keep it for no longer than necessary, and share it only with trusted processors or where the law requires it. We respect your rights and aim to handle all customer information with care, confidentiality, and integrity. If you are a customer in the area, this policy applies to you whenever we process your personal data in connection with our services.