Privacy Policy - Deep Cleaning Sutton

This Privacy Policy explains how Deep Cleaning Sutton collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Deep Cleaning Sutton customers in the area, including prospective customers, current customers, and former customers who have used our services. We are committed to handling personal data in a lawful, fair, and transparent manner and to respecting the privacy rights of every individual whose information we process.

1. Who This Policy Applies To

This policy applies to individuals who enquire about our services, receive quotes, book appointments, arrange access to premises, make payments, or otherwise interact with Deep Cleaning Sutton. It also applies to landlords, tenants, homeowners, business clients, and any authorised representative who provides personal data to us in connection with our services.

2. Personal Data We Collect

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

Identity details such as name, title, and, where relevant, company name.
Contact details such as address, email address, and telephone number.
Service details such as property access instructions, cleaning preferences, service history, and appointment information.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including enquiries, complaints, feedback, and correspondence.
Technical data such as limited website or device information if you contact us online, where applicable.
Security information such as notes relevant to access, alarm instructions, or other safety-related details needed to complete a service.

We only collect personal data that is necessary for legitimate business purposes and for delivering cleaning services effectively. We do not intentionally collect unnecessary data, and we do not seek special category data unless it is strictly required and lawfully permitted.

3. How We Collect Data

We collect data directly from you when you request a quote, make a booking, provide instructions, communicate with us, or pay for services. In some cases, we may receive data from third parties, such as a landlord, letting agent, property manager, employer, or another person authorised to arrange cleaning services on your behalf. We may also create internal records based on service delivery, customer support, invoicing, and compliance obligations.

4. Why We Use Personal Data

We use personal data to carry out the following purposes:

to provide quotations and arrange service bookings;
to deliver cleaning services at the correct location and time;
to manage access to premises and follow instructions safely;
to process payments, issue invoices, and maintain accounting records;
to respond to enquiries, complaints, and service-related requests;
to maintain service records and customer history;
to comply with legal, tax, and regulatory obligations;
to prevent fraud, misuse, or unauthorised access;
to improve our services, training, quality control, and customer experience.

Where appropriate, we may also use data to communicate important updates related to appointments, service changes, or administrative matters.

5. Lawful Basis for Processing

Under the UK GDPR and GDPR principles, we process personal data only where we have a lawful basis to do so. Depending on the situation, the lawful basis may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing services, processing payments, and communicating about appointments.

Legal Obligation

We process certain data to comply with legal duties, including tax, accounting, business record-keeping, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service administration, quality assurance, fraud prevention, internal record-keeping, and improving business operations.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for specific optional communications or activities. Where consent is used, you may withdraw it at any time.

6. Data Sharing and Processors

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

Examples of processors may include:

payment service providers;
accounting and bookkeeping providers;
booking, scheduling, or customer management systems;
IT and cloud storage providers;
email, messaging, and communication tools;
professional advisers such as accountants, insurers, or legal advisers where necessary.

We require processors to handle personal data securely, to use it only for authorised purposes, and to implement appropriate technical and organisational measures. We do not sell personal data. Where data is shared with an independent controller, that party is responsible for its own compliance with data protection law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and service-related requirements. Retention periods depend on the type of data and the reason it is held.

Customer and service records are retained for the duration of the relationship and for a reasonable period after completion of services.
Invoices, payment records, and accounting information are retained for the period required by tax and financial regulations.
Correspondence and complaints may be retained for as long as needed to resolve issues and maintain service records.
Access and operational notes are retained only while relevant to active or recent services.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take appropriate security measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, staff awareness, and regular review of data handling practices. While no system can be guaranteed to be completely secure, we strive to use proportionate and reasonable safeguards at all times.

9. Your Rights

Depending on the legal basis for processing and the circumstances of the request, you may have the following rights under data protection law:

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 cases.
Right to restriction to ask us to limit processing in specific situations.
Right to data portability to receive certain data in a structured, commonly used format.
Right to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any concerns promptly and fairly.

10. International Transfers

Where personal data is processed using service providers that may store or access information outside the UK or EEA, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required by data protection law.

11. Children’s Data

Our services are intended for adults arranging cleaning services. We do not knowingly collect personal data directly from children. If we become aware that child-related data has been collected unintentionally, we will take appropriate steps to delete or restrict it where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published. We recommend reviewing this policy periodically so you remain informed about how your personal data is handled.

13. Summary of Our Approach

Deep Cleaning Sutton processes personal data only when it is necessary, lawful, and proportionate. We collect limited information to provide services, manage bookings, process payments, and meet legal obligations. We rely on lawful bases such as contract, legal obligation, legitimate interests, and, in limited cases, consent. We retain data only for as long as needed, share it only with trusted processors or where required by law, and respect your rights under data protection legislation.

This Privacy Policy applies to all Deep Cleaning Sutton customers in the area.