Privacy Policy - Cleaners Harringay

This Privacy Policy explains how Cleaners Harringay collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Harringay customers in the area, including people who request quotes, book services, receive cleaning services, or otherwise interact with us in connection with our domestic or commercial 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 intended 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 information.

1. Data We Collect

We only collect personal data that is necessary for operating our cleaning services, managing customer relationships, and meeting legal or administrative obligations. The type of information we may collect includes:

Identity details such as your name and, where relevant, the name of your business or household.
Contact details such as your address, telephone number, and email address.
Service details such as property access instructions, cleaning preferences, service frequency, and appointment history.
Billing and payment information such as invoices, payment status, and transaction references.
Communication records such as enquiries, complaints, feedback, and service-related messages.
Technical information if you interact with us electronically, including basic device or usage information where applicable.

We do not intentionally collect special category data unless it is provided by you and is strictly necessary for a specific reason, such as access arrangements or safety considerations. Where such data is involved, we apply additional care and only use it when lawful and appropriate.

2. How We Use Your Data

We use your personal data for the following purposes:

to provide cleaning services and manage appointments;
to prepare quotations and confirm bookings;
to process payments and maintain financial records;
to communicate with you about service changes, scheduling, or customer support;
to respond to enquiries, feedback, or complaints;
to meet legal, accounting, and insurance obligations;
to improve our services and maintain accurate business records;
to prevent fraud, misuse, or unauthorised access to our systems or services.

We only use your data for the purposes described in this policy or for purposes that are compatible with those purposes.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Cleaners Harringay relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging cleaning services, managing bookings, providing service updates, and processing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where your rights and interests do not override those interests. Examples include maintaining service records, improving operational efficiency, handling customer enquiries, and protecting our business against fraud or misuse. We always consider whether such processing is proportionate and respectful of your privacy.

Legal Obligation

We may process and retain certain information to comply with legal duties, such as tax, accounting, insurance, or record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example if we need permission to use optional information that is not necessary for providing the service. Where consent is used, you may withdraw it at any time, and we will stop the relevant processing unless another lawful basis applies.

4. Sharing Your Data and Processors

We do not sell personal data. However, we may share information with trusted third parties, known as processors, who help us run our business and provide services on our behalf. These processors are only allowed to use your data according to our instructions and for agreed purposes.

Processors may include:

payment service providers who handle secure payment processing;
accounting or bookkeeping providers who assist with financial administration;
customer management or scheduling tools used to manage bookings and records;
IT, cloud storage, or system support providers who help maintain secure business systems;
professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also disclose personal data if required by law, if necessary to protect our rights or property, or in connection with a legitimate request from public authorities. Any sharing is limited to what is necessary and appropriate.

5. Data Retention

We keep personal data only for as long as it is needed for the purpose for which it was collected, or as long as required by law. Retention periods depend on the nature of the information and our legal obligations.

As a general rule:

customer and service records are kept for the duration of the customer relationship and for a reasonable period afterwards;
financial and invoice records are retained for the period required by tax and accounting law;
complaints or dispute records are retained until the matter is resolved and for a further period where necessary;
information collected with consent is kept only until the consent is withdrawn or the purpose ends.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to authorised personnel only. Although no system is completely risk-free, we work to keep your information safe and to review our safeguards regularly.

7. Your Rights

As a data subject, you have rights regarding your personal data. Subject to legal limits, these rights include:

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 request deletion of your data in certain circumstances.
Right to restriction – 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.
Right to data portability – you can request a copy of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

8. Children’s Data

Our services are aimed at adult customers and business clients. We do not knowingly collect personal data from children unless it is incidental and necessary in connection with access arrangements, household administration, or legal compliance. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where appropriate.

9. International Transfers

Where any processor or service provider stores data outside the UK, we ensure that appropriate safeguards are in place. These may include standard contractual protections or other lawful transfer mechanisms recognised under data protection law. We only transfer data where it is necessary and where suitable protection is available.

10. 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. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

At Cleaners Harringay, we respect your privacy and aim to collect only the information we need, use it for clear and lawful purposes, and keep it only for as long as necessary. We work with trusted processors under strict controls and recognise your rights under data protection law. This policy applies to all Cleaners Harringay customers in the area and is designed to support transparency, security, and responsible data handling.

We value trust, privacy, and accountability in every service we provide.