Privacy Policy - Deep Cleaning Chelsea

Deep Cleaning Chelsea is committed to protecting the privacy and personal data of all customers in our area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide cleaning services. It applies to all Deep Cleaning Chelsea customers in the area, including residential and commercial clients, and it is designed to comply with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Deep Cleaning Chelsea provides professional cleaning services to customers in Chelsea and surrounding local areas. In the course of offering these services, we may collect and use personal data about customers, property occupants, and authorized representatives. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We collect only the information needed to manage bookings, deliver services, process payments, and meet legal obligations. The categories of data we may collect include:

Identity details such as name and title.
Contact details such as address, email address, and phone number.
Service details such as booking dates, property access notes, cleaning preferences, and service history.
Payment information such as billing records and payment confirmation. We do not normally store full card details where payment is processed by a secure payment provider.
Communication records such as emails, call notes, messages, complaints, and feedback.
Technical and usage data if you interact with our digital systems, including basic device or browser information where relevant for security and service improvement.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it yourself, for example where a health or access requirement is relevant to service delivery. Where such information is provided, we handle it with additional care and only process it when a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

To manage enquiries and bookings.
To provide cleaning services at the correct time and location.
To communicate service updates, confirmations, and changes.
To process invoices and payments.
To maintain service records and customer preferences.
To respond to questions, complaints, or claims.
To improve our services, scheduling, and customer experience.
To comply with legal, accounting, insurance, and regulatory requirements.

We only use personal data in ways that are relevant, necessary, and proportionate to the service we provide.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every processing activity. Deep Cleaning Chelsea relies on the following lawful bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, confirming appointments, providing cleaning services, issuing invoices, and managing service-related communications.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include maintaining business records, improving operations, preventing fraud, ensuring security, and handling service feedback.

Legal Obligation

Some data must be retained or processed because the law requires it, such as tax records, accounting documentation, and information needed for compliance with applicable legal duties.

Consent

In limited cases, we may rely on your consent, especially for optional communications or the use of specific information not required to provide the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or compliance. These parties act as processors or independent controllers depending on the nature of the relationship.

Examples of processors may include:

Payment service providers used to process transactions securely.
Booking, scheduling, or customer management systems.
Email and communication service providers.
Accounting and bookkeeping providers.
IT support, cloud storage, and data security providers.

Where a third party acts as a processor, they only process personal data on our instructions and are required to protect it appropriately. We use written contracts and data processing terms where required by law.

We may also disclose information if necessary to meet legal obligations, protect our rights, prevent unlawful activity, or respond to a valid request from a public authority.

6. International Transfers

If any of our processors store or access data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required by applicable data protection law.

7. Data Retention

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

Customer and booking records are retained for the duration of the service relationship and for a reasonable period afterwards.
Payment and invoicing records are kept for the period required by tax and accounting law.
Communication records may be retained to resolve disputes, track service history, or improve service quality.
Security or incident records are kept only as long as needed for investigation, compliance, or legal protection.

When data is no longer required, it is securely deleted, anonymised, or destroyed in a safe and appropriate manner.

8. 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 regular review of our information handling practices. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

9. Your Rights Under GDPR

As a customer of Deep Cleaning Chelsea in the area, you have rights in relation to your personal data. Subject to legal limits, these rights include:

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

To exercise any of these rights, you may contact us using the details provided through our usual communication channels. We may need to verify your identity before responding. We aim to respond within one month, unless the request is complex or numerous, in which case the law allows a longer period.

10. Complaints

If you are concerned about how we use your personal data, we encourage you to raise the issue with us first so we can try to resolve it. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

11. Children’s Data

Our services are generally intended for adults who arrange cleaning services. We do not knowingly collect personal data from children unless it is incidental and necessary for service delivery, such as where a household includes minors. If we become aware that data has been collected without a lawful basis, we will take appropriate steps to delete or restrict it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

Deep Cleaning Chelsea is dedicated to handling personal information responsibly, fairly, and transparently. We only collect what is necessary, use it for clear and lawful purposes, keep it securely, and respect your rights at every stage of the customer relationship.