Privacy Policy - Deep Cleaning Ealing

Deep Cleaning Ealing is committed to protecting the privacy and personal data of all customers in the Ealing area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Deep Cleaning Ealing customers in the area, including prospective customers, current customers, and anyone who contacts us about our services.

1. Who We Are

For the purposes of data protection law, Deep Cleaning Ealing acts as a data controller in relation to the personal data we collect and use in connection with our services. This means we decide how and why your personal information is processed. We handle personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

2. Information We Collect

We only collect information that is necessary for providing and managing our services, improving our operations, and meeting legal obligations. Depending on your interaction with us, we may collect the following categories of personal data:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details such as the type of cleaning requested, booking preferences, property access instructions, and special requirements.
Payment-related information such as billing records and transaction details, where needed for invoicing and account management.
Communication records such as emails, messages, feedback, complaints, or notes relating to your enquiry or booking.
Technical information where applicable, such as basic website or device information if you interact with digital systems used by us.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if it relates to access requirements, health-related sensitivities, or other details needed to carry out our services safely. Where such information is shared, we take additional care to protect it and only process it when a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings, scheduling, and service delivery.
To communicate with you about enquiries, confirmations, changes, updates, or service-related issues.
To process payments, issue invoices, and maintain accurate business records.
To improve our services by reviewing feedback, monitoring service quality, and resolving complaints.
To comply with legal and regulatory obligations such as tax, accounting, and record-keeping requirements.
To protect our business by preventing fraud, misuse, or security incidents.

We only process personal data where it is necessary and proportionate to the purpose concerned. We do not use your data for unrelated purposes without a valid legal basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. The lawful bases we rely on may include the following:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes managing your booking, delivering cleaning services, taking payment, and handling service updates.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, improving our services, maintaining records, and protecting our business from misuse.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, insurance, and regulatory requirements.

Consent

In limited circumstances, we may rely on your consent, particularly where specific optional information is collected or where local law requires it. When consent is used, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Information

We may share personal data with trusted third parties who help us operate our services effectively. These organisations act as processors or, in some cases, independent controllers. We only share the minimum information necessary and only where appropriate safeguards are in place.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payments securely.
IT and hosting providers that support our systems, storage, and communications.
Accounting and bookkeeping providers that assist with financial record-keeping and compliance.
Customer management tools that help us organise bookings and enquiries.
Professional advisers such as legal or insurance advisers where required.

We may also disclose personal data if required by law, a court order, regulatory authority, or other lawful request. Where we transfer data to third parties, we seek to ensure they process it securely, lawfully, and only for the purposes we specify.

6. International Transfers

If any of our processors store or access personal data outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised protections designed to keep your information secure and lawfully transferred.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of data and the reason we hold it.

Customer and booking records may be retained for the period needed to complete the service and manage any follow-up matters.
Financial records are generally retained for the period required under tax and accounting laws.
Complaints and communication records may be retained for a reasonable period to support service quality, dispute resolution, and legal compliance.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We review retention practices regularly to ensure data is not kept for longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to safeguard your information at all times.

9. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may be subject to legal exemptions or conditions, but we will always consider requests carefully and respond appropriately.

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 information.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability – you can request transfer of certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before fulfilling your request to protect your privacy and security.

10. Children’s Data

Our services are intended for adults and business or household customers arranging cleaning services. We do not knowingly collect personal data from children unless it is incidental and necessary in the context of a service arrangement, such as access or household details. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their information is handled.

12. Contacting Us

If you have questions about this Privacy Policy or how we handle personal data, you may raise them through the usual service communication channels used with Deep Cleaning Ealing. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been breached. We would, however, appreciate the opportunity to address any concerns directly first.

Summary: This Privacy Policy explains how Deep Cleaning Ealing collects, uses, shares, stores, and protects customer data, including lawful bases, retention, processors, and rights.