Privacy Policy - Putney Cleaner

This Privacy Policy explains how Putney Cleaner collects, uses, stores, shares, and protects personal data. It applies to all Putney Cleaner customers in the area, including individuals who enquire about services, request quotations, make bookings, receive cleaning services, or communicate with us in any way. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Putney Cleaner provides professional cleaning services to customers in the Putney area. In the course of operating our business, we process personal data relating to customers, potential customers, contractors, and other individuals associated with our services. For the purposes of data protection law, Putney Cleaner is the data controller for the personal data described in this policy, which means we determine why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the services we provide and our legitimate business operations. The types of information we may collect include:

Identity information such as your name, and where relevant, the name of a property manager, landlord, tenant, or business contact.
Contact information such as your address, email address, and telephone number.
Service information such as booking details, cleaning preferences, access instructions, service history, and feedback.
Payment information such as payment status, transaction references, and billing records. We do not knowingly store full card details unless this is required by a secure payment provider.
Communication data such as messages, enquiries, complaints, and notes relating to service delivery.
Technical data where applicable, including basic website or device information if you interact with our online systems.

We may also receive information from third parties where necessary to provide services, such as from landlords, letting agents, property managers, or household members who arrange services on your behalf. Where this occurs, we will process the information in line with this policy.

3. How We Use Your Data

We use personal data for a number of purposes connected with delivering our services and managing our business. These include:

responding to enquiries and providing quotes;
processing bookings and delivering cleaning services;
managing customer accounts and service records;
handling payments, invoices, and administrative tasks;
maintaining quality, training, and service standards;
dealing with complaints, disputes, and service issues;
meeting legal, tax, and accounting obligations;
protecting our business, staff, customers, and property;
sending service-related updates or communications where necessary.

We do not use personal data for purposes that are incompatible with the reasons for which it was collected. We will only process your data where we have a lawful basis to do so.

4. Lawful Basis for Processing

Under the UK GDPR, we must identify a lawful basis before processing personal data. Depending on the circumstances, Putney Cleaner relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging cleaning services, confirming appointments, managing payments, and carrying out service obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving our services, preventing fraud, ensuring security, and maintaining accurate records.

Legal Obligation

We process some data where it is required to comply with legal obligations, such as tax, accounting, employment, insurance, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive optional communications or where specific processing requires permission. You may withdraw consent at any time, although this will not affect processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for business operations, legal compliance, or service delivery. These third parties act either as independent controllers or as processors acting on our behalf. Processors may include:

Payment service providers who process transactions securely;
Accounting and bookkeeping providers who assist with financial records;
IT and hosting providers who support secure data storage and systems;
Scheduling or customer management software providers used to organise appointments and records;
Communication service providers who help deliver emails, messages, or notifications;
Professional advisers such as accountants, insurers, and legal advisers where needed.

Where we use processors, we require them to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection law. We do not sell your personal data.

We may also disclose information if required by law, court order, regulatory authority, or to protect the rights, safety, or property of Putney Cleaner, our customers, staff, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

In general:

customer and service records are kept for as long as needed to manage our relationship and provide services;
invoice, payment, and tax-related records are typically retained for the period required by law;
complaint and correspondence records are retained for a reasonable period to manage disputes and quality issues;
data no longer required is deleted, anonymised, or securely destroyed.

When deciding how long to retain data, we consider legal obligations, potential claims, business needs, and the sensitivity of the information. Once data is no longer required, we take steps to ensure it is securely removed.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure systems, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed to be completely secure, we work to keep personal data protected in line with the risks involved.

8. Your Rights

As a data subject, you have a number of rights under data protection law. Subject to legal limits and exceptions, these rights 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 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;
Right to data portability – to request transfer of certain data in a structured, commonly used format;
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before acting on your request. These rights are not absolute and may be subject to legal or practical limitations.

9. International Transfers

If any personal data is transferred outside the UK, we will take appropriate safeguards to ensure it remains protected to a standard essentially equivalent to that required under UK data protection law. This may include the use of approved contractual safeguards or other lawful transfer mechanisms.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for service delivery and is provided by an adult with authority to do so. If we become aware that we have collected information from a child without appropriate authority, we will take steps to delete it where appropriate.

11. 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 processing practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Putney Cleaner respects your privacy and is committed to processing personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and apply appropriate safeguards when sharing it with trusted processors. If you are a customer in the Putney area, this policy applies to the personal data we hold about you and explains how you can exercise your rights.