Privacy Policy - Deep Cleaning Camden

This Privacy Policy explains how Deep Cleaning Camden collects, uses, stores, shares, and protects personal data when providing services to customers in Camden and the surrounding area. It applies to all Deep Cleaning Camden customers in the area, including individuals, households, landlords, tenants, property managers, and businesses that request or receive our cleaning services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of information we collect, the reasons we use it, the legal bases we rely on, the third parties we may use as processors, how long we keep data, and the rights available to data subjects.

1. Data We Collect

We only collect personal data that is necessary for providing and managing our services, operating our business, and meeting legal obligations. Depending on the nature of your interaction with us, we may collect the following categories of information:

Identity information such as your name, title, and, where relevant, company name.
Contact information such as address, email address, and telephone number.
Service information including property details, access instructions, cleaning preferences, service frequency, and notes needed to carry out the work safely and effectively.
Transaction information such as invoices, payment status, and service history.
Communication records including messages, enquiries, complaints, feedback, and booking correspondence.
Technical information where relevant, such as basic device or website usage data if you visit our online pages.
Special category data only where strictly necessary and usually only if you provide it to us voluntarily, for example information relating to health or access needs that affect how services should be delivered safely.

We do not intentionally collect more personal data than we need. If you provide information about another person, you must ensure that you have the authority to do so and that they understand how their data will be used.

2. How We Use Personal Data

We use personal data to deliver our services and manage our relationship with customers. The main purposes for which we process information are:

to provide quotations, confirm bookings, and complete cleaning services;
to communicate with you before, during, and after appointments;
to tailor our services to your property and instructions;
to manage payments, invoicing, accounting, and record-keeping;
to respond to enquiries, feedback, complaints, and claims;
to maintain health, safety, and operational records;
to comply with legal, regulatory, tax, and insurance obligations;
to monitor and improve service quality, training, and internal processes;
to prevent fraud, misuse, or unlawful activity;
to support legitimate business administration and service planning.

We will only use personal data for the purposes for which it was collected, unless we reasonably determine that it is necessary for a compatible purpose or a legal requirement.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Deep Cleaning Camden relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing enquiries, delivering cleaning services, handling bookings, and processing payments.

Legal Obligation

We may process and retain certain information to comply with statutory duties, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, customer support, quality control, fraud prevention, and maintaining business records.

Consent

In limited circumstances, we may rely on your consent, especially where optional communications or certain sensitive information are involved. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process information where it is necessary to protect someone’s vital interests, such as an emergency involving health or safety.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for our operations. These organisations act either as independent controllers or as processors acting on our instructions.

Typical processors and service providers may include:

Payment providers to process transactions securely;
Accounting and bookkeeping providers to maintain financial records and comply with tax obligations;
IT and cloud storage providers to store data securely and support business systems;
Customer communication tools to manage emails, booking updates, and administrative messages;
Website or booking system providers if applicable to our online operations;
Professional advisers such as accountants, insurers, or legal advisers where needed;
Regulatory, law enforcement, or public authorities where required by law.

When we use processors, we ensure they are bound by appropriate contracts and only process personal data on our documented instructions. We take reasonable steps to ensure that such third parties protect data appropriately and do not use it for their own unrelated purposes.

We do not sell personal data. If data is transferred outside the UK, we will take appropriate safeguards to ensure that it remains protected in line with applicable data protection requirements.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods depend on the type of information and the context in which it is used.

In general, we may retain:

Customer and service records for the duration of the working relationship and for a reasonable period afterwards;
Financial and tax records for the period required by law or good practice;
Communication records for as long as needed to manage queries, disputes, or service history;
Health and safety notes only for as long as necessary to protect people and carry out the service responsibly;
Consent records until the consent is withdrawn or the data is no longer needed.

Where data is no longer required, we will securely delete, anonymise, or archive it in accordance with our internal retention practices. We review retention regularly to ensure we do not keep personal data longer than necessary.

6. Your Rights

As a data subject, you have a number of rights under data protection law. These rights are subject to certain exemptions and conditions. Depending on the circumstances, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of personal data in certain cases;
Restriction of processing in certain circumstances;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the lawful basis;
Be informed about how your data is used;
Lodge a complaint with the relevant supervisory authority if you believe your rights have been infringed.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and may refuse requests that are manifestly unfounded, repetitive, or excessive, or where an exemption applies.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limited access based on business need.

Although no system can be guaranteed to be completely secure, we work to reduce risk and to handle any suspected data incident in line with applicable legal requirements. If a breach occurs that is likely to result in a high risk to individuals, we will take appropriate action, which may include notifying affected persons and the relevant authorities where required.

8. Children’s Data

Our services are not intended for children as customers. We do not knowingly collect personal data from children unless it is provided incidentally by an adult customer in connection with a property or service arrangement. Where we become aware that data has been collected inappropriately, we will take steps to delete or limit it as appropriate.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or privacy practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain aware of how personal data is handled.

10. Summary of Our Commitment

Deep Cleaning Camden respects your privacy and is committed to processing personal data responsibly. We collect only what we need, use it for clear purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. Our goal is to provide professional cleaning services while protecting the rights and dignity of every customer in Camden and the surrounding area.

By using our services, you acknowledge that you have read this Privacy Policy and understand how your personal data may be processed in connection with Deep Cleaning Camden services.