Privacy Policy - Deep Cleaning Wimbledon

This Privacy Policy explains how Deep Cleaning Wimbledon collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Wimbledon customers in the area, including individuals who enquire about our services, book appointments, receive quotes, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Deep Cleaning Wimbledon provides professional cleaning services for domestic and related property cleaning needs in the Wimbledon area. For the purposes of data protection law, we are the data controller for the personal information we collect about our customers, prospective customers, and service users. This means we decide how and why personal data is processed, and we are responsible for ensuring that processing is compliant with applicable data protection requirements.

2. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services, operating our business, and meeting legal obligations. The categories of information we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information including appointment dates, requested services, property access details, and job notes.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, phone notes, and complaints or feedback.
Technical information if you interact with our digital systems, such as basic device or usage data where applicable.
Special category data only if you voluntarily provide it and only where necessary, for example information about access needs or health-related considerations that affect service delivery.

We do not intentionally collect more information than is needed. If you choose to share additional information, we will only use it where there is a lawful basis to do so and where it is relevant to the service.

3. How We Use Personal Data

We process personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings, appointments, and service delivery.
To communicate with customers about their services.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, disputes, or service issues.
To maintain business records and improve our services.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We do not sell personal data. We also do not use customer data for unrelated marketing purposes unless we have a lawful basis and, where required, your consent.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Depending on the context, Deep Cleaning Wimbledon may rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, managing access to the property, and processing payments.

Legal Obligation

We may process data where needed to comply with legal requirements such as tax law, accounting obligations, insurance recordkeeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate interests where those interests are not overridden by your rights and freedoms. This may include maintaining business records, managing customer relationships, preventing fraud, improving service quality, and defending legal claims. We assess legitimate interests carefully and only use this basis when it is appropriate and proportionate.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information that is not necessary for the service or where consent is required for certain communications. When we rely on consent, you may withdraw it at any time.

Vital Interests or Public Task

These bases are unlikely to apply in most cases, but we may use them if necessary in exceptional circumstances where there is a serious risk to life or where a legal public duty applies.

5. How We Share Personal Data

We only share personal data where necessary and with appropriate safeguards. We may disclose information to trusted third parties acting as processors or, in some cases, separate controllers. These may include:

Payment providers that process card or electronic payments.
Accounting and bookkeeping providers used for financial administration.
IT and cloud service providers used to store emails, records, and business data securely.
Customer communication tools used for scheduling or service updates.
Professional advisers such as insurers, legal advisers, or tax advisers.
Public authorities where disclosure is required by law or necessary to protect rights or safety.

Where we use processors, they are only permitted to process data on our instructions and must implement appropriate security measures. We do not allow processors to use your information for their own purposes.

6. International Transfers

If any of our processors store or access data outside the United Kingdom, we ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under 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 dispute-resolution requirements. Retention periods vary depending on the type of data and the context of processing.

Quotation and enquiry records are typically kept for a limited period to manage follow-up and record business interactions.
Booking and service records are retained for the duration of the customer relationship and for an appropriate period after completion.
Financial records are kept for the period required under tax and accounting law.
Complaints or dispute records may be retained longer where needed to establish, exercise, or defend legal claims.

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

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of data-handling practices. While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risk as far as reasonably possible.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but generally include the following:

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 – you may ask us to delete your data in certain situations.
Right to restrict processing – you may ask us to limit how we use your data in some cases.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
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 rights have been infringed. We encourage you to raise any concerns with us first so we can address them promptly and fairly.

10. Children’s Data

Our services are generally intended for adults who arrange cleaning services on behalf of a household or property. We do not knowingly collect personal data from children unless it is incidental and necessary in the context of service delivery, and we take care to minimise such processing.

11. Changes to This Policy

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

12. Summary of Our Commitment

Deep Cleaning Wimbledon respects your privacy and treats your personal data with care. We collect only the information needed to provide cleaning services, operate our business, and meet legal obligations. We process data on lawful grounds such as contract, legal obligation, legitimate interests, and consent where appropriate. We share data only with necessary processors and safeguard it through appropriate security and retention practices. Most importantly, we recognise and support your rights over your personal information.

This policy applies to all Deep Cleaning Wimbledon customers in the area.