Privacy Policy - Uxbridge Cleaners

Uxbridge Cleaners is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data when we provide cleaning services to customers in the Uxbridge area. It applies to all Uxbridge Cleaners customers in the area, including prospective customers, current customers, and individuals who interact with us in connection with our services.

1. Who We Are

For the purposes of applicable data protection law, Uxbridge Cleaners acts as the data controller in relation to personal data we collect and process for the delivery of our services, customer management, and business administration. This means we determine the purposes and means of the processing of your personal data.

2. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and the services you request. The information we collect may include:

• Identity details such as your name and title.
• Contact details such as your address, email address, and phone number.
• Service details such as the type of cleaning service requested, frequency, access instructions, and service preferences.
• Payment information such as billing details and transaction records.
• Communication records including emails, messages, complaints, feedback, and service-related notes.
• Technical information if you interact with our digital systems, such as device data or usage logs where applicable.
• Security and operational information such as entry instructions, appointment history, and records needed to safely deliver services.

We do not intentionally collect more personal data than is necessary for the purposes described in this policy. If you provide information about other people, you should ensure you have the authority to do so.

3. How We Use Your Personal Data

We use personal data for the following purposes:

• To provide cleaning services and manage bookings.
• To communicate with you about appointments, changes, and service updates.
• To process payments and maintain financial records.
• To respond to enquiries, requests, and complaints.
• To improve our services, customer experience, and internal operations.
• To comply with legal and regulatory obligations.
• To protect our business, staff, and customers from fraud, misuse, or security risks.

We only process personal data where we have a valid lawful basis under data protection law. We take care to ensure that all processing is limited to what is necessary and proportionate.

4. Lawful Basis for Processing

Under the UK GDPR, we rely on the following lawful bases for processing personal data:

Contract

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

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including tax, accounting, record-keeping, and regulatory requirements.

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 improving services, managing customer relationships, preventing fraud, and maintaining the security of our operations.

Consent

In limited circumstances, we may rely on your consent, for example for certain marketing communications or optional services. Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who support the delivery of our services and business functions. These third parties act as processors or, in some cases, independent controllers. We only share data where necessary and under appropriate contractual or legal safeguards.

Examples of processors may include:

• Payment service providers who process customer payments securely.
• IT and hosting providers who support our systems, data storage, and communications.
• Administrative service providers who help manage bookings, scheduling, or records.
• Professional advisers such as accountants, auditors, or legal advisers where required.
• Service subcontractors who may need limited information to perform cleaning services on our behalf.

All processors are required to handle personal data in accordance with data protection law and only on our instructions, where applicable. We do not sell your personal data.

6. International Transfers

If any of our processors or service providers store or access personal data outside the UK, we ensure appropriate safeguards are in place to protect that data. These safeguards may include adequacy decisions, standard contractual clauses, or other legally recognised transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for satisfying legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general:

• Customer and service records are retained for as long as needed to manage the service relationship and any follow-up matters.
• Financial and tax records are retained for the period required by law.
• Complaints and correspondence are retained for a reasonable period to resolve issues and maintain service records.
• Marketing data is retained until you withdraw consent or object, where applicable.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and periodic review of our data handling practices. While no system is completely secure, we take reasonable steps to safeguard the information entrusted to us.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exemptions. They include:

• The right to be informed about how your data is used.
• The right of access to obtain a copy of your personal data.
• The right to rectification to correct inaccurate or incomplete data.
• The right to erasure in certain circumstances, also known as the right to be forgotten.
• The right to restrict processing in certain cases.
• The right to data portability where processing is based on consent or contract and carried out by automated means.
• The right to object to processing based on legitimate interests or direct marketing.
• Rights relating to automated decision-making where applicable.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements and may need to verify your identity before fulfilling your request. You also have the right to withdraw consent where consent is the lawful basis for processing.

10. Children’s Data

Our services are directed to adults and households, and we do not knowingly collect personal data from children unless it is necessary in connection with a customer’s service request and provided lawfully by a responsible adult. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service offerings. Any changes will take effect when published in the updated version. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Additional Information

This Privacy Policy is intended to explain our general approach to data protection in a clear and accessible way. We are committed to applying the principles of lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality in all relevant processing activities. Where special categories of personal data are ever processed, we will only do so where a separate lawful condition applies and appropriate safeguards are in place.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy for the purpose of providing and managing cleaning services in the Uxbridge area.