Privacy Policy - Deep Cleaning Richmond

This Privacy Policy explains how Deep Cleaning Richmond collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Richmond area. It applies to all Deep Cleaning Richmond customers in area, including prospective clients, current customers, former customers, and any individuals who interact with us in connection with our services. We are committed to handling personal information in a lawful, fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Deep Cleaning Richmond is a cleaning service provider operating for residential and commercial customers in the Richmond area. In this policy, “we,” “us,” and “our” refer to Deep Cleaning Richmond. “You” refers to any customer, website visitor, enquiry sender, or other person whose personal data we process in relation to our cleaning services.

We act as a data controller for the personal data we collect and determine the purposes and means of processing that data.

2. Personal Data We Collect

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

Identity information, such as your name and, where relevant, the name of your company or property manager.
Contact information, such as telephone number, email address, postal address, and service address.
Service details, such as the type of cleaning requested, property size, preferred schedule, access requirements, and service instructions.
Billing and payment information, such as invoice details, payment status, and transaction records. We do not intentionally store full card details unless handled by a secure payment processor.
Communications, including emails, messages, notes from calls, complaints, feedback, and records of correspondence.
Site and property information, including information necessary to perform the cleaning service safely and effectively.
Technical data, if you interact with digital systems we use, such as IP address, browser type, and basic usage data generated by cookies or similar technologies.
Special category data, only where strictly necessary and usually in exceptional circumstances, for example where you voluntarily provide health or access-related information needed to deliver a service safely. We will only process such data when lawful and appropriate safeguards are in place.

We aim to collect only the data that is relevant and necessary for the purposes described in this policy.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, deliver, and manage cleaning services.
To confirm appointments, access arrangements, and service updates.
To issue invoices, process payments, and maintain accounting records.
To handle customer service, complaints, and feedback.
To improve our services, operations, training, and internal record-keeping.
To comply with legal, regulatory, tax, insurance, and contractual obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only process personal data for legitimate and clearly defined purposes. Where required, we will seek further permission or rely on another lawful basis before using your information for a new purpose.

4. Lawful Basis for Processing

Under GDPR, we must have a valid lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, booking services, carrying out cleaning work, invoicing, and managing service communications.

Legal Obligation

We may process data to comply with legal or regulatory obligations, such as tax records, accounting rules, insurance requirements, or lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests do not override your rights and freedoms. This can include maintaining records, improving service quality, preventing fraud, and managing business operations. When using this basis, we consider the impact on your privacy and only process data in a way that is proportionate.

Consent

In limited cases, we rely on your consent, for example where it is required for optional marketing communications or the processing of certain sensitive information. Where consent is used, you can withdraw it at any time. Withdrawal will not affect processing carried out before consent was withdrawn.

5. Sharing Your Data and Processors

We may share your personal data with trusted third parties who help us operate our business and deliver services. These third parties act as processors or independent controllers, depending on the circumstances.

Processors may include:

Payment processors that securely handle card or electronic payments.
Accounting and bookkeeping providers that assist with financial records and invoicing.
IT and cloud service providers that support data storage, email, scheduling, and business systems.
Customer management or booking tools used to schedule and administer appointments.
Communication service providers that help us send messages or manage correspondence.
Professional advisers such as accountants, insurers, or legal advisers where required.

We ensure that processors are bound by appropriate contractual obligations to protect your data, only act on our instructions, and implement suitable technical and organisational security measures.

We may also disclose personal data where required by law, to enforce our legal rights, to prevent fraud or security incidents, or in connection with a business reorganisation, merger, or sale of assets. Any such disclosure will be limited to what is necessary.

6. International Transfers

If any of our processors store or access personal data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under data protection law.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and our obligations.

Customer service and booking records are generally kept for the period needed to provide the service and manage follow-up matters.
Invoice, payment, and tax-related records are kept for the period required by law.
Complaint and dispute records are retained for as long as necessary to resolve the issue and protect our legal interests.
Marketing-related data is retained until you opt out, unsubscribe, or the data is no longer needed.

When data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limited access to personal data on a need-to-know basis. While we work hard to protect your information, no system can be completely secure.

9. 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 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 data portability – to receive certain data in a structured, commonly used, machine-readable format.
Right to object – to object to processing based on legitimate interests or to direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we may need to verify your identity before responding. We will handle requests in line with applicable legal timeframes.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in the course of providing services connected to a household or property and handled lawfully. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically so you remain informed about how your data is handled.

12. Summary of Our Commitment

We value your privacy and are committed to processing personal data responsibly. Our approach is based on lawfulness, transparency, and data minimisation. We only collect data needed to provide services, use it for clear purposes, keep it secure, and retain it only for as long as necessary. You have meaningful rights over your personal data, and we respect those rights in line with GDPR requirements.

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