Privacy Policy - Cleaninghome

This Privacy Policy explains how Cleaninghome collects, uses, stores, shares, and protects personal data in connection with its cleaning services. It applies to all Cleaninghome customers in the area, including individuals who request, receive, or manage services on behalf of a property, household, or business. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the GDPR.

1. Who We Are

Cleaninghome provides cleaning services to customers in the area and acts as a data controller for the personal data we collect and use for service delivery, administration, and compliance purposes. This means we determine the purposes and means of processing your personal data.

2. Personal Data We Collect

We collect only the personal data necessary to provide our services and manage our relationship with you. Depending on how you interact with us, we may collect:

Identity data such as your name, title, and, where relevant, business name.
Contact data such as address, phone number, and email address.
Service data such as booking details, property access instructions, cleaning preferences, service history, and customer notes.
Billing and payment data such as invoice information, payment status, and transaction records.
Communication data such as correspondence, feedback, complaints, and requests.
Technical data such as IP address, device information, browser type, and basic usage information if collected through digital systems used to manage our services.
Special category data only where strictly necessary and where you have provided it or it is otherwise required, for example access needs or health-related information relevant to safe service delivery. We minimize this type of data and handle it with extra care.

We do not intentionally collect more data than is needed for legitimate business and legal purposes. Where possible, we use data minimization principles to limit what we retain.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or book a service;
communicate with us by phone, email, form, or message;
provide feedback or make a complaint;
make payments or request invoices;
enter into a service agreement or otherwise use our services.

We may also receive personal data from:

third parties authorized by you, such as a family member, landlord, agent, or property manager;
service platforms, booking systems, and payment providers used to process transactions;
publicly available sources where appropriate and lawful, for example to verify business contact information.

4. Why We Use Your Data

Cleaninghome processes personal data for the following purposes:

to provide, manage, and complete cleaning services;
to confirm bookings, changes, cancellations, and service updates;
to manage customer accounts and preferences;
to issue invoices, process payments, and handle refunds where applicable;
to communicate about service delivery and customer support;
to maintain records, improve service quality, and train staff;
to comply with legal, tax, accounting, and regulatory obligations;
to prevent fraud, misuse, or unauthorized access;
to defend legal claims or establish our rights where needed.

We do not use personal data for unrelated purposes without first ensuring a valid lawful basis and, where required, informing you.

5. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Cleaninghome relies on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes booking services, delivering those services, managing customer requests, and handling related administration.

Legal Obligation

We process certain data where required to comply with the law, such as tax, accounting, record-keeping, and responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes service improvement, customer support, internal administration, fraud prevention, and business security.

Consent

Where we rely on your consent, we will make that clear at the point of collection. For example, consent may be used for optional communications or for certain types of sensitive information where legally appropriate. You may withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

6. Sharing Your Data and Processors

Cleaninghome may share personal data with trusted third-party service providers, known as processors, who process data on our behalf under written contracts and only according to our instructions. These processors may include:

booking and scheduling system providers;
payment processing providers;
invoicing and accounting providers;
cloud storage and IT support providers;
customer communication and messaging tools;
professional advisers such as accountants, auditors, or legal advisers;
platforms used for service administration or record management.

We may also share data with independent controllers where necessary, such as tax authorities, law enforcement, insurers, or other public bodies when required by law or for the establishment, exercise, or defence of legal claims.

All processors are required to implement appropriate security measures and to process personal data only for the agreed purposes. We do not sell your personal data.

7. International Transfers

Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or equivalent legal mechanisms. These safeguards are used to protect your data to a standard consistent with GDPR requirements.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. The specific retention period depends on the type of information and the context in which it is processed.

Customer and service records are generally kept for the duration of the service relationship and for a reasonable period afterward to manage queries or disputes.
Financial and tax records are retained for the period required by law.
Communication records may be kept for a limited time to support customer service and evidence of instructions or complaints.
Security and system logs are retained only as long as needed for operational and security purposes.

When data is no longer needed, it is securely deleted, anonymized, or otherwise disposed of in line with our retention practices.

9. Data Security

Cleaninghome takes appropriate technical and organizational measures to protect personal data from unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff training, and restricted access to personal information based on role and need.

Although no system can be guaranteed completely secure, we regularly review our safeguards and strive to maintain a high standard of protection. Security is an ongoing responsibility, and we update our measures as needed.

10. Your GDPR Rights

Depending on the legal basis for processing and the circumstances, you may have the following rights under GDPR:

Right of access – to request a copy of your personal data and information about how we process it.
Right to rectification – to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in certain situations.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format and have it transmitted to another controller where technically feasible.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with your local data protection authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly.

11. Automated Decision-Making

Cleaninghome does not make decisions based solely on automated processing that produce legal or similarly significant effects on you. If this changes, we will provide clear information about the logic involved, the significance, and the potential consequences, as required by law.

12. Children’s Data

Our services are aimed at adult customers and business users. We do not knowingly collect personal data from children unless it is necessary for service delivery and provided by an adult with authority to do so. If we become aware that we have collected such data without appropriate authority, we will take steps to delete it where required.

13. 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. When we do, we will revise the policy so it remains current and transparent. We encourage customers to review the policy periodically to stay informed about how personal data is handled.

14. Summary of Our Commitment

Cleaninghome respects your privacy and is committed to protecting personal data through lawful processing, careful retention, responsible sharing with processors, and respect for your rights. We use personal information only where necessary to deliver and manage our cleaning services across the area, support our operations, and meet legal obligations. This policy applies to all Cleaninghome customers in the area.