Privacy Policy - Cleaner Tufnellpark

This Privacy Policy explains how Cleaner Tufnellpark collects, uses, stores, and protects personal data. It applies to all Cleaner Tufnellpark customers in the area, including people who enquire about services, book appointments, receive cleaning services, or otherwise interact with us. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Cleaner Tufnellpark provides residential and related cleaning services to customers in the Tufnell Park area. In the course of providing these services, we may need to collect and use personal data about customers, household members, property contacts, and other individuals connected with a booking or service request.

For the purposes of data protection law, Cleaner Tufnellpark acts as a data controller for the personal data described in this policy. This means we decide why and how personal data is used.

2. Personal data we collect

We only collect personal data that is relevant and necessary for our services, operations, and legal obligations. The information we may collect includes:

Identity information such as your name and, where relevant, the name of another contact person.
Contact information such as postal address, email address, and telephone number.
Service information such as booking details, cleaning preferences, access notes, frequency of service, and service history.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records such as emails, messages, call notes, complaints, feedback, and service-related correspondence.
Property and access information such as entry instructions, alarm notes, parking details, and special handling requirements needed to deliver the service safely.
Technical information if you interact with our digital systems, including basic usage logs or device-related data where relevant for security and functionality.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or another lawful condition applies. Special category data may include information about health, religion, ethnicity, or similar sensitive matters. If such information is ever shared with us, we will only process it where permitted by law and with appropriate safeguards.

3. How we collect data

Personal data may be collected directly from you when you:

request a quote or service;
make a booking or amend one;
communicate with us by phone, email, text, or other means;
provide instructions or feedback;
complete forms or provide information needed for service delivery or invoicing.

We may also receive information from third parties where necessary, for example from a household member, property manager, tenant, landlord, or another person acting on your behalf. In such cases, we expect the information shared to be relevant to the cleaning service and supplied lawfully.

4. Why we use personal data

We process personal data for the following purposes:

to provide cleaning services and manage customer bookings;
to confirm appointments, service instructions, and access arrangements;
to issue invoices, process payments, and manage accounts;
to communicate with customers regarding quotes, service updates, complaints, or changes;
to maintain service records and quality control;
to comply with legal, tax, accounting, and insurance obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security risks;
to improve our services and customer experience.

We only use personal data for legitimate service-related purposes. We do not use customer information for unrelated activities without a valid legal basis.

5. Lawful basis for processing

Under UK GDPR, we must identify a lawful basis for each use of personal data. Cleaner Tufnellpark relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling bookings, providing services, managing service preferences, and issuing invoices.

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 managing customer relationships, improving operations, preventing fraud, and keeping records.

Legal obligation

We process personal data where needed to comply with legal obligations, such as tax records, accounting requirements, and responding to lawful requests from public authorities.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not necessary for service delivery. Where consent is used, you may withdraw it at any time.

6. Retention of personal data

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or operational requirements. Retention periods may vary depending on the type of information and the nature of the customer relationship.

As a general approach:

booking and service records are kept for a reasonable period to manage service history and business administration;
billing, invoice, and payment records are retained for the period required by tax and accounting law;
customer communications may be retained for a limited period to resolve queries, service issues, or disputes;
where data is no longer needed, it is securely deleted or anonymised.

If we determine that information is no longer required, we will take appropriate steps to dispose of it safely. Retention is reviewed regularly to ensure data is not kept for longer than necessary.

7. Processors and third parties

Cleaner Tufnellpark may use trusted third parties to help operate the business and provide services. These organisations may act as processors when they handle personal data on our behalf and only according to our instructions. We choose processors carefully and require them to use appropriate technical and organisational safeguards.

Examples of processors or service providers may include:

booking and scheduling systems;
payment processing providers;
cloud storage and IT support services;
email, messaging, or communication tools;
accounting and bookkeeping services;
customer record management systems.

We may also share data with independent third parties where necessary, such as insurers, legal advisers, accountants, regulators, or public authorities, but only when there is a lawful reason to do so. We do not sell personal data.

8. Data security

We take reasonable and appropriate steps to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to people who need the information for business purposes.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a data breach occurs that affects your rights or freedoms, we will respond in accordance with applicable law.

9. Your rights

You have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and the legal basis relied upon. They include:

Right of access - you may request a copy of the personal data we hold about you.
Right to rectification - you may ask us to correct inaccurate or incomplete information.
Right to erasure - you may ask us to delete your data in certain circumstances.
Right to restriction - you may ask us to limit how we use your data in certain cases.
Right to object - you may object to processing based on legitimate interests in some situations.
Right to data portability - you may request certain data in a structured, commonly used format where applicable.
Right to withdraw consent - if we rely on consent, you may withdraw it at any time.

If you wish to exercise a right, we may need to verify your identity before responding. We will respond within the legal time limits set by data protection law.

10. Complaints and further information

If you have concerns about how your personal data is handled, you may raise the issue with Cleaner Tufnellpark so we can review it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review it periodically.

Cleaner Tufnellpark is committed to respecting privacy and using personal data responsibly. We aim to keep information accurate, secure, and only as long as needed, while supporting reliable service for all customers in the area.