Privacy Policy - Deep Cleaning Hampstead

This Privacy Policy explains how Deep Cleaning Hampstead collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Hampstead customers in the area, including individuals who enquire about services, book appointments, receive quotations, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal information may be processed as described in this Privacy Policy. We only process data that is necessary for providing our services, managing customer relationships, meeting legal obligations, and improving our operations. We do not sell personal data.

1. Data We Collect

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

Identity data: name, title, and any relevant identifiers you provide.
Contact data: telephone number, email address, and service address.
Booking and service data: details of requested cleaning services, appointment dates, preferences, access instructions, and service history.
Payment data: payment confirmation information, billing records, and transaction references. We do not store full card details where payment providers process those securely on our behalf.
Communication data: messages, complaints, feedback, and correspondence relating to enquiries or services.
Technical data: limited information such as IP address, browser type, and device-related details if you contact us through digital channels.
Special category data: we do not intentionally collect special category data unless you voluntarily provide it and it is necessary for the service, such as access needs or health-related instructions relevant to safe service delivery.

We aim to collect only the minimum information required to deliver services effectively and responsibly. If you choose not to provide certain data, we may not be able to complete your booking or respond fully to your request.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, manage, and deliver cleaning services;
to communicate appointment updates and service-related notices;
to process payments and maintain financial records;
to deal with complaints, service issues, and customer support requests;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property;
to improve service quality and customer experience.

We will not use your data for purposes that are incompatible with the reasons it was collected unless we have a valid lawful basis to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following lawful bases where appropriate:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, issuing invoices, and managing your service requests.

Legal Obligation

We may process personal data to comply with legal requirements, such as accounting, tax, insurance, record-keeping, and other statutory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing customer relationships, preventing fraud, improving services, and maintaining business records. We always consider whether such use is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, especially where processing is not covered by another lawful basis. If we ask for consent, you may withdraw it at any time. Withdrawal will not affect processing already carried out lawfully before consent was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and only under appropriate safeguards. These third parties act as processors or independent controllers depending on the context.

Payment processors: to handle secure payment transactions.
IT and cloud service providers: to store data, manage communications, and support business systems.
Accounting and bookkeeping providers: to manage financial records and tax compliance.
Customer management tools: to organise bookings and service history.
Professional advisers: such as legal, insurance, or financial advisers where necessary.
Regulators or authorities: where disclosure is required by law or necessary to protect legal rights.

All processors are required to handle personal data securely, use it only on our instructions, and maintain appropriate technical and organisational measures. We do not permit processors to use your data for their own independent purposes.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the context in which it is used.

Booking and service records: retained for a period necessary to manage the customer relationship and handle follow-up issues.
Financial and invoice records: retained in line with tax and accounting requirements.
Complaints and correspondence: retained long enough to resolve the matter and maintain service records.
Marketing preferences: retained until you withdraw consent or object, where applicable.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review retained data to ensure it is not kept longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limited data access on a need-to-know basis.

While we work hard to safeguard your information, no system can be completely secure. If a data breach occurs and it is likely to result in a risk to your rights and freedoms, we will handle it in accordance with applicable law and take appropriate action.

7. Your Rights

Under data protection 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 information.
Right to erasure: to ask us to delete your data in certain circumstances.
Right to restriction: to request limitation of how we process your data in certain situations.
Right to data portability: to receive data you provided to us in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled lawfully. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as approved contractual protections or transfers to countries recognised as providing adequate protection. We only transfer data where necessary and lawful.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household service and is necessary for service delivery. If we become aware that we have collected data unlawfully from a child, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business operations, or data handling practices. Any updated version will apply from the date it is published. We recommend reviewing this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

Deep Cleaning Hampstead treats privacy as a priority. We collect only the information needed to provide reliable services, we process it on a lawful basis, we share it only with trusted processors where necessary, and we retain it only for as long as required. We respect your rights and work to ensure your personal data is handled securely, fairly, and transparently at every stage.