Privacy Policy - Deep Cleaning

Deep Cleaning is committed to protecting personal data and respecting privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our services. It applies to all Deep Cleaning customers in the area, including individuals who request quotations, book services, receive cleaning services, or otherwise interact with us.

1. Scope of this Policy

This Policy applies to personal data processed by Deep Cleaning when we provide residential or commercial deep cleaning services, handle enquiries, manage bookings, issue invoices, coordinate service delivery, and maintain our business records. It also applies where we communicate with customers about appointments, service updates, billing, complaints, feedback, or related operational matters.

We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, where applicable. We aim to collect only the information that is necessary, relevant, and proportionate to the services we provide.

2. Information We Collect

We may collect and process the following categories of personal data:

• Identity data: name, title, and any details needed to identify you as a customer or authorised representative.
• Contact data: address, telephone number, and email address.
• Booking and service data: appointment dates, service preferences, access instructions, cleaning requirements, and notes relevant to delivering the service.
• Payment and transaction data: billing information, payment status, invoice records, and transaction references. We do not store full card details unless explicitly stated at the point of payment and then only where necessary through secure payment providers.
• Communication data: records of emails, messages, call notes, complaint details, and feedback.
• Technical data: basic device, browser, or usage information if you interact with our digital systems or forms.
• Special instructions or access-related information: details you choose to provide that help us safely and effectively carry out cleaning services, such as access arrangements, pets in the property, or preferred cleaning considerations.

We do not intentionally collect more data than is required for service delivery, administration, compliance, and legitimate business operations. Where you provide information about other people, such as a property occupier or contact person, you are responsible for ensuring that you have the authority to share that information.

3. How We Use Personal Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to arrange and manage bookings;
• to deliver cleaning services safely and efficiently;
• to contact you about appointments, changes, or service issues;
• to process payments and maintain accounting records;
• to handle complaints, claims, and customer support requests;
• to maintain internal records and improve service quality;
• to comply with legal, tax, insurance, and regulatory obligations;
• to protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use your personal data when we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the nature of the processing, Deep Cleaning may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, confirming bookings, delivering services, and managing payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This may include maintaining business records, improving services, managing customer relationships, preventing fraud, and protecting our operations.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, such as tax law, accounting requirements, insurance obligations, or lawful requests from authorities.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide certain optional information. If processing is based on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties that support our business operations. These parties act as processors or independent controllers, depending on the service they provide.

Processors may include:

• payment service providers;
• accounting and bookkeeping providers;
• IT, cloud storage, and system support providers;
• customer communication and scheduling tools;
• professional advisers such as legal or insurance advisers;
• subcontractors or staff involved in service delivery, where necessary.

We require processors to handle personal data securely, use it only for authorised purposes, and comply with applicable data protection requirements. We do not sell personal data.

We may also disclose personal data if required by law, if necessary to establish, exercise, or defend legal claims, or to protect the rights, property, or safety of Deep Cleaning, our customers, staff, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, tax, insurance, or reporting requirements. Retention periods vary depending on the type of record and the reason for processing.

For example, booking records, invoices, and transaction details may be retained for the period required by law or for a reasonable period after the end of the customer relationship. Communication records may be kept for customer service, dispute resolution, and record-keeping purposes. When data is no longer needed, we will delete it securely or anonymise it where appropriate.

We review retention regularly to ensure that personal data is not kept longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful destruction, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited permissions, staff confidentiality obligations, and careful selection of service providers.

While no system can be guaranteed to be completely secure, we work to reduce risks and to respond appropriately if a security incident occurs.

8. International Transfers

If any personal data is transferred outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or approved contractual protections, where required by law.

9. Your Rights

Subject to applicable law, you may have the following rights in relation to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to ask us 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 how we use your data in certain situations.
• Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
• Right to data portability: to receive certain data in a structured, commonly used, machine-readable format and request transfer where technically feasible.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant supervisory authority if you believe your data protection rights have been infringed.

Please note that some rights may be limited where we must retain or process data to comply with legal obligations or to defend legal claims.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have inadvertently received such information, we will take appropriate steps to delete or safeguard it in accordance with applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational requirements. Any updated version will apply from the date it takes effect. We encourage customers to review this Policy periodically to remain informed about how their personal data is handled.

12. Summary of Key Commitments

• We collect only the personal data needed to provide and manage Deep Cleaning services.
• We use data on a lawful basis, including contract, legitimate interests, consent, and legal obligation.
• We retain data only for as long as necessary and then delete or anonymise it securely.
• We share data only with trusted processors or where required by law.
• We respect your rights to access, correct, delete, restrict, object, and port your data where applicable.

This Privacy Policy is intended to provide clear and transparent information about how Deep Cleaning handles personal data for all customers in the area. By using our services, you acknowledge that your information may be processed as described in this Policy and in accordance with applicable data protection law.