Privacy Policy - Belgravia Cleaner

Belgravia Cleaner is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in a way that is consistent with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Belgravia Cleaner customers in the area, including prospective customers, existing customers, and any individuals who communicate with us about our services.

We aim to keep this policy clear and transparent so that you understand what happens to your information when you book, receive, or enquire about our cleaning services.

1. Personal Data We Collect

We collect only the information necessary to provide and manage our services. Depending on how you interact with us, we may collect the following categories of data:

Identity data such as your name or title.
Contact data such as your address and other communication details used to arrange services.
Service data such as your booking preferences, service instructions, cleaning requirements, and records of completed work.
Billing and payment data where needed to process payments, issue invoices, or manage account records.
Communication data such as messages, queries, complaints, and feedback.
Technical data if you interact with us through digital systems, including basic device or usage information used for security and service improvement.

We do not intentionally collect special category data unless you voluntarily provide it and there is a clear lawful reason for us to handle it. We ask that you avoid sharing sensitive personal data unless it is necessary for the service.

2. How We Use Your Data

We use personal data to operate our business and provide a reliable cleaning service. This includes:

handling enquiries and quotations;
managing bookings and service schedules;
delivering cleaning services at your property;
processing payments and managing invoices;
responding to complaints, requests, or service issues;
maintaining internal records and service history;
improving our services, administration, and customer support;
meeting legal, accounting, and regulatory obligations;
protecting against fraud, misuse, or security risks.

We only process personal data for purposes that are relevant, necessary, and proportionate to the service relationship.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Belgravia Cleaner relies on the following lawful bases:

3.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes booking services, managing appointments, carrying out cleaning work, and handling payment or invoice administration.

3.2 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 keeping operational records, improving customer service, preventing fraud, and maintaining security.

3.3 Legal Obligation

Some data must be processed or retained to comply with laws and regulations, such as tax, accounting, employment, or business record obligations.

3.4 Consent

Where required, we may rely on your consent, for example for optional communications or specific processing that is not covered by another lawful basis. If consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who support our business operations. These third parties act as processors when they process data on our instructions, or as independent controllers where they determine their own purposes.

Examples of processors may include:

Payment processors used to handle card or online payments securely.
Accounting and invoicing providers used for financial records, tax reporting, and administration.
IT and hosting providers used to store or secure business systems and records.
Communication service providers used to send service-related messages.
Scheduling or booking systems used to manage appointments and customer service arrangements.

We require processors to handle personal data securely, to process it only for our instructions, and to use appropriate technical and organisational measures to protect it.

We may also disclose data where necessary to comply with legal obligations, resolve disputes, enforce agreements, or protect the rights, property, or safety of Belgravia Cleaner, our customers, or others.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected and to meet legal or operational requirements. The exact retention period depends on the type of information and the reason we hold it.

Customer and service records are usually retained for the duration of the relationship and for a reasonable period afterwards to deal with follow-up queries, disputes, or future bookings.
Financial and tax records are retained for the period required by law and accounting practice.
Communication records may be kept for as long as needed to evidence instructions, resolve issues, or improve customer service.
Consent-based data is kept until consent is withdrawn or the purpose ends.

When data is no longer needed, we securely delete, anonymise, or destroy it in accordance with our retention procedures.

6. Security of Your Data

We take the protection of personal data seriously and apply appropriate safeguards to prevent accidental loss, unauthorised access, misuse, alteration, or disclosure. These safeguards may include restricted access, secure storage, staff awareness measures, and use of trusted systems with appropriate security controls.

Although we do our best to protect personal information, no system can be guaranteed to be completely secure. We will act promptly if we become aware of any issue affecting personal data.

7. Your Rights Under GDPR

As a data subject, you have a number of rights under GDPR. Depending on the circumstances, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your personal data in certain situations.
Restrict how we process your data in certain circumstances.
Object to processing based on legitimate interests or direct marketing.
Data portability for data processed by automated means and provided by you, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns with a supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve the issue directly and fairly.

8. Automated Decision-Making

Belgravia Cleaner does not use fully automated decision-making that produces legal or similarly significant effects about customers. If this changes in the future, we will update this policy and provide the information required by law.

9. Children’s Data

Our services are intended for adult customers and households. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications or instructions. If we become aware that we hold data we should not have, 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 law, business practices, or how we process personal data. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically so you remain informed about how your information is handled.

11. Summary of Our Commitments

In summary, Belgravia Cleaner processes personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear business and legal purposes, retain it for no longer than necessary, share it only with trusted processors or where required by law, and respect your GDPR rights. This policy applies to all Belgravia Cleaner customers in area and is designed to ensure your personal information is handled with care and accountability.

By using our services, you acknowledge that you have read and understood this Privacy Policy.