Privacy Policy - Cleaners N4

This Privacy Policy explains how Cleaners N4 collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the N4 area. It applies to all Cleaners N4 customers in the area, including individuals and businesses who enquire about, book, receive, or manage our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers, prospective customers, and service users of Cleaners N4 within the area we serve. It also covers people who communicate with us on behalf of another person, such as a landlord, tenant, property manager, or office manager. Where a customer provides personal data relating to another individual, they should ensure that person is aware of this policy where appropriate.

2. Personal data we collect

We only collect information that is necessary to deliver our services, manage customer relationships, meet legal obligations, and improve service quality. The data we may collect includes:

Identity details such as name and title
Contact details such as address, email address, and phone number
Service details such as the type of cleaning requested, property access instructions, preferred dates, and service frequency
Billing and transaction information such as payment status, invoices, and service history
Communication records such as messages, complaints, feedback, and booking notes
Technical information if you interact with our digital systems, including basic device or usage data where relevant

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or we are required to process it for a specific lawful reason. If such data is ever needed, it will be handled with enhanced protection and only where permitted by law.

3. How we use your data

We use personal data to provide and manage our cleaning services. This may include:

Responding to enquiries and preparing quotations
Managing bookings, schedules, and access arrangements
Delivering cleaning services at the requested property
Processing payments, invoices, and refunds where applicable
Handling customer support, complaints, and service updates
Keeping service records for administration and quality assurance
Meeting legal, tax, accounting, and insurance obligations
Protecting our business, staff, customers, and property

We do not use personal data for unrelated purposes. If we ever need to use data in a new way, we will only do so where the law allows it and, if required, we will inform you.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing personal data. Cleaners N4 relies on the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes arranging services, communicating about appointments, and completing the cleaning work you have requested.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving operations, preventing fraud, and maintaining internal records.

Legal obligation

We may process and retain certain information to comply with legal and regulatory duties, including accounting, taxation, employment, and insurance requirements.

Consent

Where consent is required, for example for certain optional communications or specific types of processing, we will ask for it clearly. You can withdraw consent at any time, although this will not affect processing already carried out lawfully before withdrawal.

5. Sharing your data and processors

We may share personal data with trusted third parties that help us operate efficiently and provide services. These third parties act as processors or, in some cases, independent controllers. We take steps to ensure that your data is protected and used only for proper purposes.

Examples of processors may include:

Payment providers who handle secure payment processing
Accounting and bookkeeping providers who support financial record-keeping
Scheduling or administration software providers used to manage bookings and customer records
IT and cloud service providers who support secure data storage and system maintenance
Professional advisers such as insurers, auditors, or legal advisers where necessary

Where a processor is used, we expect them to process personal data only according to our instructions, protect it appropriately, and comply with data protection law. We do not sell personal data.

6. International transfers

In some cases, service providers may store or process data outside the UK. If this happens, we will ensure appropriate safeguards are in place so that your personal data remains protected to a standard required by law.

7. Data retention

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

As a general approach:

Customer enquiry records may be kept for a limited period if no booking is made
Service and transaction records may be kept for several years to support accounting and dispute resolution
Complaint and correspondence records may be retained for as long as needed to resolve the matter and protect our legal position
Data no longer required is securely deleted, anonymised, or archived where appropriate

When determining retention periods, we consider the nature of the data, the sensitivity of the data, the risks associated with keeping it, and our legal duties. We do not keep personal data longer than necessary.

8. Security of your information

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and careful oversight of service providers. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to any incident.

9. Your rights

You have important rights under data protection law. These rights may apply in different circumstances and may be subject to legal limits. Your 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 data
Right to erasure – you can request deletion of your data in certain situations
Right to restrict processing – you can ask us to limit how we use your data in specific cases
Right to data portability – you can request certain data in a structured, commonly used format
Right to object – you can object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where consent is the basis, you can withdraw it at any time

To exercise any of these rights, you may make a request through the appropriate channels used for our services. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with a household booking and only when appropriate lawful grounds exist. If we learn that we have collected data improperly, we will take steps to delete it.

11. Marketing communications

Where permitted, we may send limited service-related or promotional communications. You can opt out of marketing at any time. Even if you opt out, we may still send essential service messages related to bookings, invoices, or safety matters.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our processing practices. Any updated version will apply from the time it is published. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

13. Summary of our commitment

Cleaners N4 is committed to treating personal data with care, respect, and transparency. We collect only what we need, process it for clear and lawful reasons, share it only when necessary with trusted processors, keep it only for as long as needed, and support your rights under data protection law. This policy applies to all Cleaners N4 customers in the area and is designed to reflect our responsibility to protect your privacy at every stage of the service relationship.