Privacy Policy - Cleaner Bromley

This Privacy Policy explains how Cleaner Bromley collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Bromley customers in the area, including individuals who request cleaning services, make enquiries, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaner Bromley provides cleaning services to customers in the local area. In providing these services, we may process personal data relating to customers, household members, property occupants, and people who manage or pay for services on behalf of others. We act as a data controller for the personal data we decide to collect and use for our own service and business purposes.

This policy applies to all personal data we process in connection with our cleaning services, whether the data is collected directly from you, from your communications with us, or from records created during service delivery.

2. Personal Data We Collect

We only collect personal data that is necessary for service provision, administration, safety, and legal compliance. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact information such as phone number, email address, and service address.
Service information such as cleaning preferences, appointment details, instructions, and notes relevant to service delivery.
Payment information such as billing details and payment records. We do not retain card details unless this is necessary and permitted through a secure payment process.
Communication records such as messages, complaint details, service feedback, and correspondence.
Property and access information where needed to carry out cleaning safely and efficiently, for example access instructions or alarm information.
Technical data if you interact with us electronically, such as device or usage information required to operate our systems securely.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or there is another lawful basis to process it. If such data is disclosed to us incidentally, we will handle it with additional care and only use it where legally justified.

3. How We Use Your Data

We use personal data for the following purposes:

to provide, manage, and complete cleaning services;
to book and confirm appointments;
to respond to enquiries and customer requests;
to manage billing, payments, and accounts;
to keep service records and maintain quality standards;
to communicate service changes, updates, or issues;
to handle complaints, disputes, or claims;
to meet legal, accounting, and regulatory obligations;
to improve our operations, safety practices, and customer experience;
to prevent fraud, misuse, or unlawful activity.

We will only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it for a new purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Cleaner Bromley relies on the following lawful bases where appropriate:

Contract

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

Legal Obligation

We may process data where needed to comply with legal duties, including tax, accounting, record-keeping, insurance, or health and safety requirements.

Legitimate Interests

We may process data where it is in our legitimate interests and does not override your rights and freedoms. This may include maintaining service records, improving operations, preventing fraud, responding to enquiries, and managing business administration. We always consider whether the processing is necessary and whether your interests require greater protection.

Consent

In limited cases, we may rely on your consent, for example where we ask permission to use optional information or communicate in a specific way. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist in running our services. These third parties act as processors when they process data on our instructions and under appropriate contractual safeguards. Examples may include:

IT and software providers that support booking, scheduling, communication, or record management;
payment service providers that process transactions securely;
cloud storage and backup providers used to store business records;
professional advisers such as accountants, insurers, or legal advisers;
regulatory, law enforcement, or public authorities where disclosure is required by law.

We require processors to keep personal data secure, to use it only for the services they provide to us, and to delete or return it when no longer needed. We do not sell personal data.

6. International Transfers

If any processor stores or accesses data outside the UK, we will take steps to ensure an adequate level of protection. This may include the use of approved contractual safeguards or transfer mechanisms permitted under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and for any additional period required by law. Retention periods may vary depending on the type of record:

Service and customer records are kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and accounting records are kept for the period required by tax and accounting law.
Complaint or dispute records may be retained longer where needed to resolve issues or defend legal claims.
Marketing preferences are kept until you withdraw consent or object, where applicable.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff training, and restricted handling of sensitive records. While no system is completely secure, we take reasonable and proportionate steps to reduce risk.

9. Your Rights

As a data subject, you have rights under data protection law. Depending on the circumstances, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain situations;
restrict how we process your data in certain cases;
object to processing based on legitimate interests;
data portability for information you provided to us in some circumstances;
withdraw consent where we rely on consent;
complain to the Information Commissioner’s Office if you believe your rights have been infringed.

These rights are not absolute and may be subject to legal exceptions. We will assess each request carefully and respond within the timeframe required by law.

10. Children’s Data

Our services are aimed at adults. We do not knowingly collect personal data from children except where it is necessary in the course of providing a service at a property and only to the extent required for that purpose.

11. Changes to This Privacy Policy

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

12. Summary of Our Approach

Cleaner Bromley is committed to processing personal data responsibly and with respect for privacy. We collect only what is needed, use it for clear and lawful purposes, keep it secure, and retain it only for as long as necessary. We also ensure that our processors are subject to suitable safeguards and that customers can exercise their rights where applicable.

By using Cleaner Bromley services in the area, you acknowledge that this Privacy Policy applies to your personal data processing relationship with us. We aim to maintain transparency, accountability, and trust in every part of our service.