Privacy Policy - Deep Cleaning Ilford

This Privacy Policy explains how Deep Cleaning Ilford collects, uses, shares, and protects personal data when providing deep cleaning services to customers in Ilford and the surrounding area. It applies to all Deep Cleaning Ilford customers in the area, including individuals who enquire about services, receive quotes, book appointments, or otherwise interact with us in relation to our cleaning services.

1. Who We Are

Deep Cleaning Ilford acts as the data controller for the personal data described in this policy, meaning we determine why and how your personal data is processed. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We collect only the personal data necessary to provide our services, manage customer relationships, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity details: name, and where relevant the name of the property owner, tenant, or authorised representative.
Contact details: address, email address, and telephone number.
Service details: property type, cleaning requirements, access information, preferred dates and times, and service notes.
Billing and transaction information: payment status, invoice records, and details required to manage bookings and accounts.
Communication records: messages, complaints, feedback, and notes relating to your enquiry or service request.
Technical data: limited device and usage information if you contact us through digital channels, such as browser type or interaction logs.
Special category data: we do not intentionally collect special category data. If such information is provided to us incidentally, for example to support access arrangements or safety needs, we will process it only where strictly necessary and appropriate safeguards are in place.

We do not ask for unnecessary personal information. If you choose not to provide certain details, we may be unable to deliver some services or respond fully to your request.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or manage a cleaning service;
communicate with us by phone, email, messaging platforms, or in person;
provide feedback, raise a complaint, or request support;
complete payment or invoice-related actions.

We may also receive data from third parties where necessary, such as property managers, landlords, letting agents, or other authorised persons who arrange services on your behalf. In those cases, we rely on the person sharing the information to ensure they have authority to do so.

4. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under UK GDPR. Depending on the specific situation, the lawful basis may be one or more of the following:

Performance of a Contract

We process personal data when it is necessary to provide a quote, confirm a booking, deliver cleaning services, manage appointments, issue invoices, or fulfil our obligations to you under a service agreement.

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 managing customer relationships, improving service quality, responding to complaints, preventing fraud, maintaining records, and ensuring the safety and efficiency of our operations.

Legal Obligation

We may process and retain certain information to comply with legal, accounting, tax, or regulatory obligations. This can include recordkeeping requirements and responding to lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, for example where specific optional communications or certain categories of data processing require it. Where consent is used, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, deliver, and manage cleaning services;
to communicate service updates and customer support information;
to process payments, invoices, and account administration;
to keep internal records and maintain service history;
to handle disputes, complaints, or claims;
to comply with legal, tax, and regulatory requirements;
to improve our operations, staff training, and customer experience;
to protect the security of our systems, staff, customers, and property.

We do not use personal data for purposes that are incompatible with the reason it was collected, unless we have a lawful basis to do so and you have been informed where required.

6. Data Sharing and Processors

We may share personal data with trusted third parties acting as processors or, in some cases, independent controllers. Processors only act on our instructions and are required to protect your data. Typical processors may include:

Payment service providers: to handle secure payments and related transaction processing;
IT and cloud service providers: to store, secure, and manage business data and communications;
Accounting or bookkeeping providers: to support invoicing, tax, and financial administration;
Customer management or scheduling tools: to organise bookings and service records;
Professional advisers: such as legal, insurance, or compliance advisers where necessary;
Public authorities: where disclosure is required by law or necessary to protect legal rights.

We require processors to implement appropriate technical and organisational security measures. We do not sell personal data. If a third party receives data for its own independent purposes, it will do so under its own privacy arrangements and lawful basis.

7. International Transfers

Where any service provider stores or processes data outside the UK, we take appropriate steps to ensure your information remains protected. This may include reliance on adequacy regulations, standard contractual clauses, or equivalent safeguards recognised under data protection law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, or reporting requirements. Retention periods depend on the type of data and the context in which it was obtained.

In general:

enquiry records are kept for a reasonable period to manage follow-up and service history;
booking and invoice records may be retained for statutory and financial recordkeeping purposes;
complaint and dispute records may be retained for as long as needed to resolve issues and protect legal interests;
data no longer required is securely deleted, anonymised, or archived in line with our retention practices.

Where we are required to retain information by law, we will not delete it until that obligation no longer applies.

9. Data Security

We take appropriate measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and regular review of data handling practices. While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risk.

10. Your Rights

Under data protection law, you have rights in relation to your personal data. Subject to legal limits and exemptions, these rights may include:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to request correction of inaccurate or incomplete data;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restriction: to request that we limit how we use your data;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to data portability: to request transfer of data you provided to us in a structured, commonly used format, where applicable;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law.

11. Children’s Data

Our services are intended for adults and property-related customers. We do not knowingly collect personal data from children except where it is incidentally provided in the context of service arrangements and only where necessary. If we become aware that we have collected data relating to a child without an appropriate basis, we will take steps to delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised 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 protected.

13. How We Respect Your Privacy

We are committed to using personal data in a way that is lawful, transparent, and limited to what is necessary for the delivery of our services. Our approach is guided by privacy-by-design principles, meaning we aim to protect your information from the outset and minimise unnecessary collection or sharing.

If you use Deep Cleaning Ilford, your data will be handled in accordance with this policy and applicable data protection legislation. By engaging our services within Ilford and the surrounding area, you acknowledge that your personal data may be processed as described above for service delivery, compliance, and legitimate business administration.