Privacy Policy - Cleaners Fulham

This Privacy Policy explains how Cleaners Fulham collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Fulham customers in the Fulham area, including anyone who requests, receives, or enquires about our cleaning services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaners Fulham is a cleaning service provider operating in Fulham and the surrounding area. For the purposes of data protection law, we are the data controller for the personal data we collect and determine how and why that data is used.

This policy applies to personal data relating to customers, prospective customers, property managers, tenants, landlords, and any other individual who interacts with our services in the Fulham area.

2. Personal Data We Collect

We collect only the data that is necessary for providing and managing our services. The types of personal data we may collect include:

Identity details such as your name and title.
Contact details such as email address, telephone number, and service address.
Service information such as booking preferences, instructions, and cleaning requirements.
Payment-related information such as billing records and transaction confirmations.
Communication records such as enquiries, complaints, feedback, and correspondence.
Access and property information where needed to carry out the service safely and effectively.
Technical information such as basic website or device usage data if you interact with our online systems.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific purpose, for example to accommodate a health or access requirement. In such cases, we will ensure that an appropriate lawful basis is available and that additional safeguards are applied.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quotation or make a booking;
communicate with us by phone, email, message, or in person;
provide access instructions or service preferences;
make a payment or request an invoice;
submit feedback, complaints, or service reviews.

We may also receive information from third parties where relevant, such as:

property owners, letting agents, or managing agents;
platforms or systems used to process payments or bookings;
referral partners or service coordinators acting on your behalf.

4. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes managing bookings, delivering cleaning services, handling payments, and responding to service-related requests.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include service improvement, fraud prevention, record keeping, responding to enquiries, and managing our business operations. We always assess the impact of such processing to ensure it is reasonable and proportionate.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, such as tax, accounting, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information or agree to receive certain marketing communications. Where consent is used, you may withdraw it at any time.

5. How We Use Your Data

We use personal data for the following purposes:

to provide cleaning services and manage bookings;
to communicate with you about your enquiry or service;
to process payments and issue records;
to maintain service quality and resolve complaints;
to manage staff scheduling and access arrangements;
to comply with legal, tax, and accounting obligations;
to protect our business, customers, and personnel from misuse or fraud.

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

6. Retention of Personal Data

We keep personal data only for as long as necessary for 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.

As a general approach:

customer and service records are retained for the period needed to manage the relationship and resolve any disputes;
financial and tax-related records are kept for the period required by law;
communication records may be retained for a reasonable time to support service continuity and quality assurance;
data collected on the basis of consent is retained until consent is withdrawn or it is no longer needed.

When data is no longer required, we will securely delete, anonymise, or destroy it.

7. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These providers may only process your data according to our instructions and must apply appropriate security measures.

Examples of processors may include:

payment processing providers;
booking and scheduling systems;
IT hosting, storage, and cloud service providers;
customer communication tools;
professional advisers such as accountants or legal advisers where necessary.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, property, or safety of our business, customers, or others.

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your data remains protected to a standard consistent with UK data protection law.

8. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and procedures for handling incidents.

Although we work hard to protect personal data, no system is completely secure. We therefore encourage customers to share only the information needed for their service and to notify us promptly if they believe any data has been compromised.

9. Your Rights

Under UK GDPR, 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.
Right to data portability – to receive certain data 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.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a service request made by an adult customer and only with appropriate care and lawful basis.

11. Marketing Preferences

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. We will continue to send essential service messages where these are necessary for bookings, safety, or legal purposes.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will always apply to our processing of personal data for customers in the Fulham area.

By using Cleaners Fulham services, you acknowledge that you have read and understood this Privacy Policy. We encourage all customers to review it periodically so they remain informed about how their personal data is handled.

Privacy, transparency, and lawful processing are central to how we operate. Where data is processed on the basis of legitimate interests or consent, we always aim to balance our needs with your rights and expectations.