Cleaner Colliers Wood Privacy Policy

This Privacy Policy explains how Cleaner Colliers Wood collects, uses, stores, and protects personal data relating to its customers and prospective customers. It applies to all Cleaner Colliers Wood customers and service users within our operational area, regardless of how they contact us or use our cleaning services.

Cleaner Colliers Wood acts as the data controller in respect of the personal data described in this Privacy Policy, determining how and why such data is processed in accordance with the UK General Data Protection Regulation and related data protection laws.

Personal Data We Collect

We collect and process different categories of personal data in connection with providing our cleaning services. The personal data we may collect includes:

Identity and contact details, such as name, home or business address, billing address, and preferred contact method.

Service details, such as property type, access instructions, cleaning preferences, notes about specific areas or items, and records of the services you have booked or received.

Communication records, such as enquiries, complaints, feedback, and any other correspondence with us by phone, text-based messages, or in person.

Payment-related information, such as payment confirmations and records of invoices and transactions. We do not retain full card details when payment is made through third-party providers.

Technical and usage information, where applicable, such as basic device or browser information and records of how you use any online forms or booking tools related to our services.

We may obtain personal data directly from you, from publicly available sources, or from third parties that help us deliver our services, such as payment processors or booking platforms, where this is necessary and lawful.

Lawful Basis for Processing

We only process personal data where there is a lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract. We process personal data to take steps at your request before entering into a contract and to fulfil our obligations under an existing contract, for example arranging and delivering cleaning services, communicating about appointments, and handling payments.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our relationship with customers, improving our services, keeping records for business administration, and protecting our business from fraud or misuse.

Legal obligations. We process personal data where we are required to do so to comply with legal or regulatory duties, including maintaining appropriate business, tax, and accounting records.

Consent. In some cases, we may rely on your consent, for example for certain types of direct marketing or where no other lawful basis is appropriate. Where processing is based on consent, you are free to withdraw that consent at any time.

How We Use Personal Data

We use personal data for the following purposes:

To provide and manage cleaning services, including handling enquiries, preparing quotes, confirming bookings, attending your property, and following up on work performed.

To manage customer relationships, including responding to questions, dealing with complaints, handling refund or rescheduling requests, and collecting feedback so we can improve our services.

To handle payments and accounting, including issuing invoices, recording transactions, and complying with tax and accounting requirements.

To ensure safety and security, including monitoring misuse of our services, protecting against fraud, and maintaining the security of our systems and personnel.

Where permitted, to send you relevant service information or marketing about similar services you have already purchased, provided you can opt out at any time.

We will not sell your personal data to third parties, nor will we use it for purposes that are incompatible with those explained in this Privacy Policy.

Data Sharing and Processors

We may share personal data with third parties where this is necessary and lawful. Recipients may include:

Service providers that process data on our behalf, such as payment processors, booking and scheduling platforms, cloud storage or email service providers, and professional advisers. These third parties act as data processors and may only process personal data in line with our written instructions.

Couriers, contractors, or cleaners engaged by Cleaner Colliers Wood, where they need relevant information such as your name, address, and service details to attend your property and perform the agreed work.

Regulators, public authorities, law enforcement agencies, or professional advisers where disclosure is required by law or necessary to establish, exercise, or defend legal claims.

Whenever we use data processors, we require them to implement appropriate technical and organisational measures to protect the security and confidentiality of your personal data and to process it only for the specified purposes.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, we retain customer records, contracts, and related service information for a period that allows us to answer queries about completed work, address any complaints, and comply with applicable limitation periods for legal claims.

Financial records and invoices are retained for the period required under tax and accounting laws. Communication records may be stored for a reasonable period to maintain an accurate record of our interactions and to improve our customer service.

When personal data is no longer required for the purposes for which it was collected and no longer needs to be kept to meet legal obligations, we will securely delete, anonymise, or otherwise dispose of it.

International Transfers

In some cases, personal data may be transferred outside the United Kingdom, for example if a service provider uses servers or support teams located in another country. Where this occurs, we will take steps to ensure that an adequate level of protection is in place, such as using standard contractual clauses or other appropriate safeguards recognised by data protection law.

Data Security

We take the security of personal data seriously. We implement appropriate technical and organisational measures designed to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

These measures include limiting access to personal data to those employees, contractors, and service providers who have a business need to know it, using secure systems and practices when handling personal data, and regularly reviewing our procedures to address emerging risks.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Cleaner Colliers Wood customers and service users in our area, subject to certain legal conditions and exceptions. Your rights may include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

Right to rectification. You can ask us to correct inaccurate personal data and to complete incomplete information.

Right to erasure. In certain circumstances, you can request that we delete your personal data where there is no good reason for us to continue processing it.

Right to restriction of processing. You can request that we restrict the processing of your personal data in specific situations, for example while we verify the accuracy of data you believe to be incorrect.

Right to data portability. In some cases, you may request that we provide you or another controller with a structured, commonly used, and machine-readable copy of personal data you have provided to us.

Right to object. You may object to processing based on our legitimate interests, including direct marketing. We will stop such processing unless we have compelling legitimate grounds that override your interests or where processing is required for legal claims.

Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we process your personal data, you can contact us using the usual Cleaner Colliers Wood contact channels. We may need to verify your identity before responding to your request in order to protect your privacy and security.

You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.

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 updates will take effect when the revised version is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data as a Cleaner Colliers Wood customer.