Privacy Policy - Cleaner Pimlico

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

1. Who We Are

Cleaner Pimlico provides domestic and related cleaning services to customers in the Pimlico area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, complying with legal obligations, and improving service quality. The types of information we may collect include:

Identity details: your name and, where relevant, the name of another contact person at the property.
Contact details: phone number, email address, and service address.
Service information: booking details, cleaning preferences, property instructions, access arrangements, and service history.
Payment and billing data: invoice details, payment status, and transaction records. We do not intentionally store full payment card details unless required through a secure payment provider.
Communication data: messages, complaints, feedback, and any correspondence you send to us.
Technical data: limited information such as device or browser data may be collected if you interact with us through digital systems used for administration or scheduling.
Special category data: we do not usually seek to collect sensitive personal data. However, you may choose to share information relevant to access needs, health, disability, or safety arrangements. If this occurs, we will process it only where necessary and with appropriate safeguards.

We do not collect more information than is needed for the purposes set out in this policy. Where possible, we encourage customers to avoid sharing unnecessary sensitive information.

3. How We Use Personal Data

Cleaner Pimlico uses personal data for the following purposes:

to provide cleaning services and manage bookings;
to communicate with customers about appointments, changes, or service-related issues;
to prepare quotations, invoices, and receipts;
to record customer preferences and service instructions;
to handle complaints, disputes, or service queries;
to comply with legal, accounting, tax, and insurance obligations;
to maintain business records and service quality;
to prevent fraud, misuse, or security incidents;
to improve our internal processes and customer experience.

We do not use personal data for unrelated purposes without informing you and ensuring a lawful basis for that use.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Cleaner Pimlico relies on the following lawful bases depending on the context:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes arranging services, confirming bookings, completing cleaning work, issuing invoices, and managing your account or service requests.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining service records, answering enquiries, managing customer relationships, improving operations, and protecting our business against fraud or misuse.

Legal Obligation

We may process personal data where necessary to comply with legal duties such as tax, accounting, record-keeping, health and safety, and insurance requirements.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information that is not needed to deliver the service. Where consent is used, you may withdraw it at any time, although this will not affect the lawfulness of any processing carried out before withdrawal.

Vital Interests

In rare situations, we may process information to protect someone’s life or physical safety, for example if urgent action is required because of a serious risk in a property.

5. How Long We Keep Personal Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting obligations. Retention periods may vary depending on the type of record and the purpose of processing.

Customer and service records: kept for the duration of the business relationship and for a reasonable period afterwards to deal with follow-up matters.
Financial and tax records: kept for the period required by law and normal accounting practice.
Complaints and dispute records: kept as long as needed to resolve the issue and protect our legal position.
Communication records: kept only as long as required for administration, quality assurance, or legal compliance.

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

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or, in some cases, separate controllers. They are required to handle personal data securely and in line with data protection law.

Processors We May Use

Scheduling and administration providers: systems used to manage bookings, customer records, and appointments.
Payment service providers: businesses that process payments securely on our behalf.
Accounting and invoicing providers: services used for bookkeeping, tax records, and financial administration.
IT and cloud storage providers: platforms that host email, documents, backups, or business software.
Communication providers: tools used to send service-related messages or manage customer correspondence.
Professional advisers: accountants, insurers, legal advisers, and similar professionals where necessary.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, property, staff, customers, or the public.

Cleaner Pimlico does not sell personal data.

7. International Transfers

Where any processor or service provider stores or accesses personal data outside the United Kingdom, we take appropriate steps to ensure that data is protected. This may include using adequacy regulations, standard contractual clauses, or other lawful safeguards recognised under applicable data protection law.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness, data minimisation, and restricted retention. While no system can be guaranteed completely secure, we work to keep personal data safe and to respond promptly to any suspected incident.

9. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. These rights may be limited in some cases, but we will always explain our position if a request cannot be fully fulfilled.

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 data.
Right to erasure: you can ask us to delete your personal data where there is a valid basis for doing so.
Right to restriction: you can request that we limit how we use your data in certain circumstances.
Right to object: you can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability: you can ask for certain data in a structured, commonly used, machine-readable format where technically feasible.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been mishandled. We encourage you to contact us first so we can try to resolve the matter directly and promptly.

10. Children’s Data

Our services are intended for adult customers and household service arrangements. We do not knowingly collect personal data from children except where it is unavoidably included in service-related communications or property arrangements. If we become aware that we have collected such data unnecessarily, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any updated version will apply from the date it is made available. We encourage customers in Pimlico to review this policy periodically so they remain informed about how their data is handled.

By using Cleaner Pimlico’s services, you acknowledge that you have read and understood this Privacy Policy.