Privacy Policy - Uxbridge Cleaner

Uxbridge Cleaner is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Uxbridge Cleaner customers in the area, including prospective customers, current customers, and individuals who interact with our services.

1. Who We Are

Uxbridge Cleaner provides professional cleaning services to residential and commercial customers. In the course of delivering these services, we may process personal data about our customers, property occupants, and other individuals connected to our work. We act as a data controller for the personal information we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect data that is relevant and necessary for providing and managing our services. The categories of information we may collect include:

Identity data: name, title, and any information needed to identify you.
Contact data: address, email address, telephone number, and billing details.
Service data: details of the cleaning service requested, property access instructions, preferred times, and service history.
Payment data: payment status, transaction references, and limited billing information, where applicable.
Communication data: messages, enquiries, complaints, feedback, and records of correspondence.
Technical data: basic device or browsing data if you contact us through digital channels, such as IP address or cookie-related information, where relevant.
Special category data: we do not intentionally collect sensitive information unless you voluntarily provide it and it is necessary for a specific lawful purpose, such as access arrangements or health-related instructions linked to the service.

We do not collect more information than is required to deliver a safe, efficient, and professional service.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to arrange appointments and service visits;
to process payments and maintain accounts;
to communicate with customers about bookings, service updates, or issues;
to handle complaints, queries, and customer support;
to maintain internal records and service quality;
to comply with legal, accounting, and regulatory obligations;
to prevent fraud, misuse, or security incidents;
to improve our services and customer experience.

We process personal data only for specified, explicit, and legitimate purposes.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Uxbridge Cleaner relies on the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you, such as taking bookings, delivering services, and handling payment-related administration.

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 may include service improvement, internal administration, fraud prevention, and maintaining secure records.

Legal Obligation

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

Consent

In limited circumstances, we may rely on your consent, for example where you choose to provide optional information or agree to certain communications. Where consent is used, you have the right to withdraw it at any time.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Retention of Personal Data

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

Customer and service records: kept for the duration of the customer relationship and for a reasonable period afterwards to manage queries, disputes, and service history.
Payment and invoicing records: retained for the period required by tax and accounting laws.
Communication records: retained as long as necessary to resolve issues, improve service, or meet legal obligations.
Marketing or consent-based records: kept until you withdraw consent or object, where applicable.

When data is no longer needed, it is securely deleted, anonymised, or destroyed.

6. Data Sharing and Processors

Uxbridge Cleaner may share personal data with trusted third parties who help us operate our business. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

accounting and bookkeeping providers;
payment service providers;
IT, hosting, and cloud storage providers;
customer communication or scheduling tools;
professional advisers, such as legal or tax advisers;
debt recovery or dispute resolution services, where needed.

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not sell personal data. We do not permit processors to use your data for their own purposes.

We may also disclose data where required by law, to respond to lawful requests from authorities, or to protect our rights, customers, staff, or property.

7. International Transfers

If any processor stores or accesses data outside the United Kingdom, we ensure appropriate safeguards are in place to protect your information. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under UK GDPR.

8. Data Security

We apply appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, and regular review of our data handling practices. Although no system can be guaranteed 100% secure, we take reasonable steps to protect your information.

9. Your Rights

Under data protection law, you have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete information.
Right to erasure: request deletion of your data in certain circumstances.
Right to restrict processing: ask us to limit how we use your data in certain situations.
Right to data portability: request that data you provided to us be transferred to you or another controller, where applicable.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: withdraw consent at any time where processing is based on consent.
Right to complain: raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We will respond to legitimate rights requests within the time limits required by law.

10. Automated Decision-Making

Uxbridge Cleaner does not use automated decision-making or profiling that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and explain the relevant safeguards.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household or property service arrangement and provided by an adult responsible for the booking.

12. 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 protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

13. Summary of Our Commitment

Uxbridge Cleaner processes personal data fairly, lawfully, and transparently. We collect only what is needed, use it for clear and legitimate purposes, keep it no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and are committed to protecting the privacy of all Uxbridge Cleaner customers in the area.