Privacy Policy - Cleaners Canarywharf

This Privacy Policy explains how Cleaners Canarywharf collects, uses, shares, stores, and protects personal data. It applies to all Cleaners Canarywharf customers in the Canary Wharf area, including anyone who requests, receives, or has previously received cleaning services from us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Cleaners Canarywharf acts as the data controller in relation to personal data collected for the delivery of our cleaning services, customer management, billing, service planning, and related business operations. This means we determine why and how your personal data is used.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business purposes and the provision of our services. The information we may collect includes:

Identity details such as your name and title.
Contact details such as address, telephone number, and email address.
Service details such as property access instructions, cleaning preferences, appointment times, and service history.
Payment and billing details such as invoice information and transaction records.
Communication records including emails, messages, complaint notes, and service-related correspondence.
Technical information if you interact with our digital systems, such as device identifiers, browser data, or usage logs.
Special instructions you choose to provide, such as safety notices or access arrangements.

We do not intentionally collect excessive or unnecessary information. If we ever need to collect sensitive personal data, we will only do so where it is necessary and permitted by law.

3. How We Use Your Data

We use personal data to operate our services efficiently and professionally. The main purposes include:

providing cleaning services and managing bookings;
communicating with customers about appointments, changes, or service issues;
processing payments, invoices, and refunds where applicable;
maintaining service records and customer preferences;
dealing with enquiries, complaints, and customer support;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or security incidents;
improving our operational processes and service quality.

We will only use your data for the purposes described here or for purposes that are compatible with them. We do not sell your personal data.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Cleaners Canarywharf relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, confirming access details, and handling payments.

Legal Obligation

We may process and retain certain information where required by law, including tax, accounting, record-keeping, and fraud-prevention obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include maintaining service records, improving quality, handling operational administration, and protecting our business and customers. We always consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain types of marketing or optional communications. You may withdraw consent at any time where it is the legal basis for processing.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties who help us deliver our services. These parties act as processors when they process data on our behalf and under our instructions. Examples may include:

payment processing providers;
accounting or bookkeeping services;
IT and cloud storage providers;
customer communication tools;
booking or scheduling platforms;
professional advisers such as lawyers, auditors, or insurers;
public authorities where disclosure is required by law.

We ensure that processors are subject to appropriate contractual safeguards and only process your data for agreed purposes. Where personal data is transferred outside the UK, we will take steps to ensure an adequate level of protection in line with applicable data protection requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal or regulatory requirements. Retention periods may vary depending on the type of information and the reason it is held. In general:

customer and service records are retained for the duration of the business relationship and for a reasonable period afterward;
financial and tax records are kept for the period required by law;
complaints or dispute records may be retained for longer where needed to resolve issues or defend legal claims;
data that is no longer needed is securely deleted or anonymised.

We review retention periods regularly to ensure information is not kept longer than necessary.

7. Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and supplier due diligence. While no system can be completely secure, we work hard to safeguard your information.

8. Your Data Protection Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and lawful basis for processing. They include:

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 restrict processing – 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 request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where consent is used, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been violated. We encourage you to raise any concerns directly so that we can address them promptly and fairly.

9. Children’s Data

Our services are intended for adults and business customers, and we do not knowingly collect personal data from children unless it is incidentally provided in the course of service arrangements. If we become aware that we have collected data unlawfully, we will take appropriate steps to remove it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any updated version will apply from the date it is made effective. We encourage customers to review this policy periodically so they remain informed about how their data is protected.

11. Summary of Our Commitment

Cleaners Canarywharf is committed to respecting your privacy and protecting your personal information. We collect only the data we need, use it for clear and lawful purposes, share it only with trusted processors where necessary, and keep it only for as long as required. We aim to ensure that all customers in the Canary Wharf area can use our services with confidence, knowing that their data is handled responsibly, securely, and in line with GDPR principles.