Privacy Policy
Deep Cleaning Richmond Privacy Policy
This Privacy Policy explains how Deep Cleaning Richmond collects, uses, stores, and protects personal data in connection with our professional cleaning services. It applies to all Deep Cleaning Richmond customers and prospective customers within our service area, including Richmond and surrounding locations.
We are committed to handling your personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation and applicable data protection laws.
1. Who this Privacy Policy applies to
This Privacy Policy applies to individuals who contact Deep Cleaning Richmond, request a quote, book a service, enter into a contract with us, or otherwise interact with us as a customer or prospective customer within our service area. It also applies, where relevant, to individuals who are the point of contact for business customers.
2. What personal data we collect
We collect only the personal data that we need in order to provide and manage our cleaning services. The categories of personal data we may collect include:
Identity and contact details such as full name, billing address, service address, and basic contact identifiers you choose to share with us.
Service and contract details such as details of the cleaning services you request, dates and times of appointments, property access instructions where necessary, and records of communications relating to your bookings.
Payment and billing information such as billing address, payment method details processed by our payment providers, amounts paid, and invoices and receipts. We do not store full payment card details; these are processed by secure payment processors on our behalf.
Technical and usage information such as details you provide when you submit an online enquiry form, basic device or browser information sent automatically by your browser when you visit our online pages, and records showing your consent preferences and any marketing choices you make.
Customer support and feedback such as messages you send us, complaints, compliments, or feedback about our services, and any follow-up correspondence.
3. How we collect your personal data
We collect personal data directly from you when you contact us to request information, ask for a quote, or book a cleaning service, when you communicate with us by phone, online forms, or other communication channels, and when you provide access details or instructions about your property for the purposes of carrying out our services.
We may also receive personal data about you indirectly from third parties who are authorised to share your information with us, such as comparison platforms or partner businesses that you have given permission to pass on your details, or from payment processors in order to confirm that a payment has been made.
4. Purposes and lawful basis for processing
We process your personal data only when we have a lawful basis to do so under the UK GDPR. Depending on the context, we rely on one or more of the following lawful bases:
To perform a contract or to take steps at your request before entering into a contract. This includes providing quotations, confirming bookings, delivering cleaning services, communicating with you about your appointments, and managing payments, invoices, and any related service issues.
To comply with legal obligations. We are required to keep certain financial and transaction records for tax, accounting, and audit purposes, and we may need to process personal data to respond to lawful requests from public authorities where required by law.
For our legitimate interests. We may use personal data to manage and improve our business, maintain accurate records of services provided, handle customer enquiries and complaints, prevent and detect fraud or misuse of our services, and ensure the security of our staff and customers. When relying on legitimate interests, we balance our interests against your rights and expectations and only process data where it is necessary and proportionate.
With your consent. In some situations, we may ask for your consent to use your personal data, for example to send you optional marketing communications about our services. Where we rely on consent, you are free to withdraw it at any time, and this will not affect the lawfulness of any processing carried out before you withdrew your consent.
5. How we use your personal data
We use your personal data to provide you with quotations and respond to your enquiries, set up, confirm, and manage your cleaning bookings, deliver our cleaning services at the agreed location, including managing access arrangements, process payments, issue invoices, and maintain accurate financial records, manage customer service and resolve any issues, complaints, or disputes, improve our services and internal processes, including training and quality control, and, where you have opted in, send you information about our services or special offers you may be interested in.
6. Data sharing and processors
We do not sell your personal data. We share your information only when necessary and with appropriate safeguards in place.
We may share personal data with service providers who act as data processors on our behalf. These may include payment processing providers who handle and secure your payments, providers of booking or scheduling tools, invoicing and accounting service providers, secure data storage and IT support providers, and customer relationship or communication tools used to handle enquiries and manage appointments.
These service providers may only process your personal data following our instructions and for the specific purposes set out in this Privacy Policy. They are required to protect your data and to maintain confidentiality.
We may also share personal data with professional advisers such as accountants and legal advisers where necessary for our legitimate interests and to comply with our legal obligations, with public authorities or law enforcement agencies if required by law or in order to protect our rights or the safety of others, and with parties to business transactions in the event of a merger, reorganisation, or similar change in our business structure, subject to appropriate confidentiality protections.
7. International data transfers
Where our service providers or their systems are located outside the United Kingdom or the European Economic Area, your personal data may be transferred internationally. In such cases, we ensure that appropriate safeguards are in place, such as using service providers located in countries that have been recognised as providing an adequate level of data protection or entering into data protection agreements that include standard contractual clauses approved under data protection law.
8. Data retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
Account, booking, and service records are generally kept for the duration of our relationship with you and for a period afterwards in order to answer queries, handle any disputes, and demonstrate that we have provided services as agreed. Financial and transaction information is retained for a period required by tax and accounting laws. Marketing preferences and consent records are retained while your consent remains valid or until you object to marketing. We may retain certain limited information in an archived form to comply with legal obligations, defend legal claims, or prevent fraud.
When data is no longer required, we will securely delete or anonymise it in accordance with our data retention procedures.
9. How we protect your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, unlawful processing, accidental loss, destruction, or damage. These measures include access controls so that only authorised personnel can access your data, secure systems for managing bookings and payments, data minimisation practices to collect and store only what we need, and regular review of our security measures and procedures.
10. Your data protection rights
You have a number of rights under data protection law in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these rights include:
The right of access. You can request confirmation as to whether we process your personal data and obtain a copy of that data.
The right to rectification. You can ask us to correct inaccurate personal data and to complete incomplete data.
The right to erasure. You may ask us to delete your personal data where, for example, it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
The right to restriction of processing. You can request that we restrict the processing of your data in certain circumstances, such as while we are considering a request for rectification or objection.
The right to data portability. In some cases, you may ask us to provide you with your personal data in a structured, commonly used, and machine-readable format, or to transmit it to another controller where technically feasible.
The right to object. You can object at any time to processing based on our legitimate interests, including profiling, and we will stop unless we have compelling legitimate grounds to continue. You also have an absolute right to object to direct marketing.
Rights in relation to consent. Where we rely on your consent, you may withdraw it at any time. This will not affect any processing carried out before consent was withdrawn.
To exercise any of these rights, please contact us using your usual communication channel with Deep Cleaning Richmond and clearly describe your request. We may need to verify your identity before responding to protect your privacy and security.
11. Complaints and contact
If you have any concerns about how we handle your personal data, you can raise them with us and we will do our best to resolve your issue. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. When we make significant changes, we will take reasonable steps to inform you. The version published here will always show the date it was last updated.
