Privacy Policy - Deep Cleaning Bermondsey

This Privacy Policy explains how Deep Cleaning Bermondsey collects, uses, stores, shares, and protects personal data when providing services to customers in the Bermondsey area. It applies to all Deep Cleaning Bermondsey customers in the area, including individuals, households, landlords, tenants, business owners, and any other service users whose personal data is processed in connection with our cleaning services.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Personal Data We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, and meeting legal or operational obligations. Depending on how you interact with us, we may collect the following categories of information:

Identity details: such as your name or the name of your business or household contact.
Contact details: such as your address, email address, and telephone number.
Service information: details about the cleaning service requested, property access requirements, preferred dates and times, service history, and cleaning instructions.
Billing and payment information: such as invoice details, payment status, and records necessary to process payments or issue refunds. We do not intentionally store full card details unless handled by a secure payment provider.
Communication records: emails, messages, call notes, complaints, feedback, and customer service correspondence.
Technical and usage data: if you communicate with us electronically, we may receive basic technical data such as device type, browser information, or service logs used to secure and improve our systems.
Access and safety information: instructions related to property access, alarm details, parking arrangements, or health and safety considerations relevant to the service.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it, for example where you tell us about an allergy, medical condition, mobility issue, or other relevant safety concern so that we can deliver the service appropriately. Where such data is processed, we do so with additional care and only when a lawful basis exists.

2. How We Use Personal Data

We use personal data only for clear and legitimate purposes connected with our services. These may include:

responding to enquiries and providing quotations;
booking, scheduling, and delivering cleaning services;
managing customer accounts and service preferences;
processing payments, invoices, and refunds;
communicating service updates, appointment changes, and important notices;
handling complaints, disputes, and customer feedback;
maintaining records for business administration, accounting, and legal compliance;
improving our service quality, training, and internal processes;
protecting against fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, your consent.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis before processing personal data. Deep Cleaning Bermondsey relies on the following lawful bases where appropriate:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking booking details, providing cleaning services, issuing invoices, and managing the customer relationship.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. Examples include managing business operations, improving services, preventing fraud, and maintaining secure records. When we rely on legitimate interests, we assess the impact on your privacy and apply appropriate safeguards.

Legal Obligation

We may process and retain certain information to comply with legal or regulatory obligations, including tax, accounting, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, particularly where special category data is provided voluntarily or where consent is required for a specific communication or optional service. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We do not sell personal data. However, we may share it with trusted third parties where necessary for service delivery, administration, legal compliance, or business operations. These third parties act as processors or independent controllers depending on the context.

Processors may include:

IT and cloud service providers: for secure data storage, email hosting, scheduling tools, and system maintenance.
Payment service providers: to process transactions securely.
Accounting and bookkeeping providers: to manage invoices, tax records, and financial reporting.
Customer service and communication tools: to support booking confirmations, service updates, and record management.
Professional advisers: such as accountants, insurers, or legal advisers when necessary.

All processors are expected to handle personal data securely, act only on our instructions, and comply with applicable data protection obligations. Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, and reporting obligations. Retention periods depend on the type of data and the reason for processing.

Customer and booking records: retained for the period needed to manage the service relationship and resolve disputes.
Financial and invoice records: retained for the duration required by tax and accounting laws.
Communication records: retained for customer support, quality control, and evidential purposes where relevant.
Health, safety, or access notes: retained only as long as necessary to support safe service delivery.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Your Rights Under Data Protection Law

You have rights over your personal data, and we are committed to respecting them. Subject to legal limits and exemptions, you may have the right to:

Access a copy of the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us, where applicable;
Withdraw consent where processing is based on consent;
Lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed.

To exercise these rights, you may make a request using the appropriate channels provided by our business. We may need to verify your identity before responding, and we will normally reply within one month unless the request is complex or numerous.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access controls, secure passwords, encryption where appropriate, staff confidentiality obligations, and regular review of internal procedures. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is incidentally provided in the context of a household service and only when necessary for service delivery or safety reasons. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it or process it only where lawful and necessary.

9. 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. The most current version will apply to our processing of personal data. We encourage customers to review this policy periodically to remain informed about how their information is used.

10. Summary of Our Commitment

Deep Cleaning Bermondsey respects your privacy and aims to process personal data responsibly, transparently, and only when necessary. We collect only the information needed to provide reliable cleaning services, rely on clear lawful bases for processing, retain data for limited periods, and work with trusted processors under appropriate safeguards. We also recognise and support your data protection rights.

By using Deep Cleaning Bermondsey services in the area, you acknowledge that your personal data may be handled in accordance with this Privacy Policy.