Privacy Policy - Cleaner Ilford

Cleaner Ilford is committed to protecting the privacy and personal data of all customers in the Ilford area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Cleaner Ilford customers in the area, including prospective customers, active customers, and anyone who interacts with our services.

1. Who We Are

This Privacy Policy applies to the services provided under the Cleaner Ilford name. For the purposes of data protection law, Cleaner Ilford is the data controller in relation to personal data collected for the delivery, administration, and improvement of our cleaning services. We decide how and why personal data is processed and are responsible for ensuring that processing is lawful, fair, and transparent.

2. Information We Collect

We collect only the personal data necessary to provide our services, manage bookings, and meet legal and operational obligations. The information we may collect includes:

Identity information such as your name and title.
Contact information such as address details and booking-related communication details.
Service information such as property access notes, service preferences, cleaning instructions, and appointment history.
Billing information such as records relating to payments, invoices, and transaction status.
Communication records including emails, messages, complaints, feedback, and service requests.
Technical information if you interact with our digital systems, such as device or browser data where needed for security or performance.

We do not intentionally collect special category data unless it is required, permitted by law, and clearly relevant to the service. If such information is ever provided by you, we will handle it with additional care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data to deliver cleaning services efficiently and responsibly. Typical uses include:

Managing enquiries and bookings.
Providing cleaning services at the agreed time and place.
Processing payments and maintaining financial records.
Communicating service updates, changes, or follow-up information.
Handling complaints, feedback, and customer support requests.
Maintaining service quality, training, and operational records.
Meeting legal, tax, accounting, and insurance obligations.
Protecting against fraud, misuse, or unauthorised access.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that doing so is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Cleaner Ilford relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, and dealing with related administration.

Legal Obligation

We may process and retain certain information where required to comply with legal duties, such as tax recordkeeping, accounting rules, or responding to lawful requests from authorities.

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 improving service delivery, maintaining internal records, preventing misuse, and ensuring business security.

Consent

In limited cases, we may rely on your consent, for example where specific optional communications or uses of data require it. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third-party processors who help us operate our services. These parties process data on our behalf and are only permitted to use it under our instructions and appropriate confidentiality and security safeguards.

Processors may include:

Payment processors that handle transaction-related information.
IT and hosting providers that support secure storage, communications, or system maintenance.
Administrative service providers that assist with scheduling, document management, or customer communications.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose personal data to public authorities, regulators, or law enforcement where required by law or where disclosure is necessary to protect our legal rights. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to satisfy legal, accounting, or operational requirements. Retention periods depend on the type of information and the reason we hold it.

Service and booking records are retained for as long as needed to manage the customer relationship and resolve issues.
Payment and invoicing records are kept for the period required by tax and accounting laws.
Communication records may be stored for a reasonable period to support customer service, evidence, and dispute handling.
Security and technical logs are retained only as long as necessary for protection, troubleshooting, and audit purposes.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to be proportionate to the nature of the data and the risks involved. Although no system can be guaranteed to be completely secure, we work to maintain strong safeguards and limit access to authorised persons only.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exemptions, but we will always consider requests carefully and respond appropriately.

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 data.
Right to erasure – in certain circumstances, you may request deletion of your data.
Right to restriction – you may ask us to limit how we use your data in specific situations.
Right to data portability – you may request certain data in a structured, commonly used format where applicable.
Right to object – you may object to processing based on legitimate interests or direct marketing where applicable.
Right to withdraw consent – if processing is based on consent, you can withdraw that consent at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to raise concerns directly so we can attempt to resolve matters promptly and fairly.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided lawfully by an adult responsible for that arrangement. If we become aware that we have collected data improperly, we will take appropriate steps to delete or safeguard it.

10. International Transfers

Where personal data is processed outside the United Kingdom, we will ensure that appropriate safeguards are in place and that transfers comply with applicable data protection laws. Such safeguards may include approved contractual protections and additional security measures where needed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically so you remain informed about how your personal data is handled.

12. Summary of Key Principles

Cleaner Ilford processes personal data in a way that is lawful, fair, and transparent. We collect only what is needed, use it for defined purposes, retain it no longer than necessary, and share it only with trusted processors or where the law requires it. We also respect your rights and aim to keep your information secure at all times.

This Privacy Policy applies to all Cleaner Ilford customers in the area.