Privacy Policy - Collierswood Cleaners

Collierswood Cleaners is committed to protecting the privacy and personal data of everyone who uses our services. This Privacy Policy explains how we collect, use, store, share, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Collierswood Cleaners customers in area, including current, former, and prospective customers, as well as anyone who contacts us to request a quote, booking, or service information.

1. Who We Are

For the purposes of data protection law, Collierswood Cleaners is the data controller for the personal data we collect in connection with our cleaning services. This means we decide how and why your personal data is processed. We take our responsibilities seriously and only process personal data when we have a valid lawful basis to do so.

2. Personal Data We Collect

We collect only the information necessary to provide, manage, and improve our services. The types of personal data we may collect include:

Identity information such as your name.
Contact details such as address, email address, and phone number.
Service information including booking preferences, cleaning instructions, access arrangements, and service history.
Payment-related information needed to process invoices, receipts, and payment records.
Communication records such as messages, complaints, feedback, and service enquiries.
Technical information if you interact with us electronically, such as device or usage data when relevant for security and service administration.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or unless another legal basis applies. For example, you may choose to share information relevant to allergies, sensitivities, or access needs so that we can safely carry out our work. Where such information is provided, we treat it with extra care.

3. How We Use Your Data

We use your personal data for the following purposes:

To provide cleaning services and manage bookings.
To communicate with you about appointments, changes, or service updates.
To issue invoices, record payments, and manage accounts.
To respond to enquiries, complaints, and feedback.
To maintain our records, improve service delivery, and manage quality assurance.
To comply with legal and regulatory obligations.
To protect our business, customers, and staff from fraud, misuse, or security risks.

We will only process your data for specified, explicit, and legitimate purposes. We will not use your personal data in ways that are incompatible with those purposes.

4. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis for each processing activity. Depending on the situation, Collierswood Cleaners may rely on one or more of the following lawful bases:

Contract

Processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract. This includes handling bookings, service delivery, account administration, and payment processing.

Legal Obligation

We may process personal data where it is necessary for us to comply with a legal obligation, such as tax, accounting, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining service records, managing customer relations, preventing fraud, ensuring security, and improving our operations. When we rely on legitimate interests, we assess the potential impact on your privacy and apply safeguards where appropriate.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide sensitive information that is not required for the service or where consent is the most appropriate basis for a specific communication or preference. You can withdraw consent at any time where processing is based on consent.

5. How We Share Personal Data

We may share personal data with trusted third parties who help us operate our services. These parties act as processors or, in some cases, independent controllers. We only share the minimum information required and only where there is a lawful reason to do so.

Payment processors to handle payment transactions and related verification.
IT and software providers that support booking, record-keeping, storage, and communication systems.
Professional advisers such as accountants or legal advisers where necessary for compliance or advice.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or lawful interests.

Where we use processors, we ensure they are bound by contracts requiring them to process data only on our instructions, to keep it secure, and to comply with applicable data protection law.

6. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

7. Data Retention

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

Customer service and booking records are kept for the period needed to manage the service relationship and handle any follow-up issues.
Financial and invoicing records are kept for the period required by law for tax and accounting purposes.
Correspondence and complaints may be retained for a reasonable period to resolve disputes and maintain service quality.

When personal data is no longer needed, we will securely delete it 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 from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers. While no system can be guaranteed completely secure, we take reasonable steps to reduce risks and respond promptly to any suspected data incident.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions in some circumstances. They include:

The right of access to request a copy of the personal data we hold about you.
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 situations.
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.
The right to withdraw consent at any time where consent is the lawful basis.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are generally directed at adults. 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 data 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 our services, legal obligations, or data processing practices. Any updates will apply from the date of publication or as otherwise stated. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.

12. Summary of Our Commitment

Collierswood Cleaners values your privacy and uses personal data responsibly, lawfully, and transparently. We collect only what we need, use it for legitimate purposes, retain it for no longer than necessary, and protect it with appropriate safeguards. By using our services, you can be confident that your information is handled with care and in accordance with data protection law.