Privacy Policy - Tufnellpark Cleaner

Tufnellpark Cleaner is committed to protecting the privacy and personal data of all customers in the Tufnell Park area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Tufnellpark Cleaner customers in area, including prospective customers, current customers, and individuals who enquire about our cleaning services.

We encourage you to read this policy carefully so that you understand how your information is handled.

1. Information We Collect

We collect only the personal data that is necessary to provide our cleaning services, manage customer relationships, and operate our business effectively. The types of information we may collect include:

Identity information: name and title;
Contact information: address, telephone number, and email address;
Service information: details about the cleaning service requested, property access instructions, preferred appointment times, and service history;
Billing information: invoice details, payment status, and transaction records;
Communication records: correspondence relating to bookings, complaints, service changes, or customer support;
Technical information: limited website or device information if you submit an enquiry online, such as IP address or browser data, where applicable;
Special instructions: any information you choose to provide that is relevant to the cleaning service, such as areas requiring particular attention.

We do not intentionally collect sensitive personal data unless you choose to provide it and it is strictly necessary for a service-related reason. If such information is provided, we will treat it with additional care and only process it where permitted by law.

2. How We Use Your Personal Data

We use personal data only for legitimate business purposes connected to our cleaning services. These purposes include:

responding to enquiries and providing quotations;
managing bookings and delivering cleaning services;
handling invoicing, payments, and accounting records;
communicating service updates, appointment changes, and reminders;
maintaining service quality and customer records;
dealing with complaints, disputes, or claims;
meeting our legal and regulatory obligations;
preventing fraud and protecting our business, staff, and customers.

We will only use your data in ways that are compatible with the purpose for which it was collected, and we will not sell your personal information to third parties.

3. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. For example, this includes managing bookings, delivering cleaning services, and issuing invoices.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, such as tax, accounting, or record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, maintaining security, and responding to customer queries.

Consent

In some cases, we may rely on your consent, particularly where this is required by law or where you voluntarily provide information for a specific purpose. Where consent is used, you may withdraw it at any time.

We only process personal data when we have a lawful reason to do so and when processing is fair, necessary, and proportionate.

4. Data Sharing and Processors

We may share personal data with trusted third parties where this is necessary to run our business and provide services. These third parties act as data processors or independent controllers depending on the context.

Examples of processors and service providers may include:

IT and data storage providers who support secure record keeping and business administration;
accounting or bookkeeping services that help manage financial records and tax obligations;
payment service providers that process card or electronic payments;
customer communication tools used to organise appointments or send service messages;
professional advisers such as legal or tax advisers, where necessary;
regulatory or public authorities where disclosure is required by law.

All processors are selected carefully and are required to handle personal data securely, only on our instructions, and in line with data protection law. We do not allow them to use your information for their own unrelated purposes.

Where personal data is shared with a third party acting as an independent controller, that party will be responsible for its own privacy practices.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. The length of time we retain different categories of data may vary depending on the nature of our relationship with you and applicable legal obligations.

In general:

customer service and booking records are retained for as long as needed to manage ongoing services and resolve issues;
financial and invoice records are retained for the period required by tax and accounting law;
correspondence may be retained for a reasonable period after the end of a customer relationship for reference and dispute handling;
where data is no longer needed, it will be securely deleted or anonymised.

We regularly review the personal data we hold to ensure it is not kept longer than necessary. Retention periods are based on operational need and legal compliance, not indefinite storage.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include secure storage, access controls, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

Although no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks associated with the personal data we process.

7. Your Rights Under UK GDPR

You have a number of rights in relation to your personal data. Depending on the legal basis and the circumstances, these rights may include:

Right of access: you can request a copy of the personal data we hold about you;
Right to rectification: you can ask us to correct inaccurate or incomplete data;
Right to erasure: you can request deletion of your personal data in certain circumstances;
Right to restrict processing: you can ask us to limit how we use your data in certain situations;
Right to data portability: you can request that certain data be provided to you or another organisation in a structured format;
Right to object: you can object to processing based on legitimate interests, and in some cases direct marketing;
Right to withdraw consent: where we rely on consent, you may withdraw it at any time;
Right to complain: you have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law.

8. Data from Third Parties

Occasionally, we may receive personal data from third parties, such as a property manager, landlord, tenant, or another person arranging a service on your behalf. Where this happens, we will use that information only for the purpose for which it was provided and in accordance with applicable data protection law.

If you provide us with another person’s details, you should ensure that you have the authority to do so and that they understand how their information may be used.

9. Children’s Data

Our cleaning services are intended for adults and households. We do not knowingly collect personal data from children in the course of our business. If we become aware that we have inadvertently collected a child’s personal data without appropriate authority, we will take steps to delete it promptly unless we are legally required to retain it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is protected.

By using Tufnellpark Cleaner services, making an enquiry, or providing your information to us, you acknowledge that you have read and understood this Privacy Policy.

This policy is designed to support transparency, accountability, and respect for your privacy.