Privacy Policy - Deep Cleaning Kennington

Deep Cleaning Kennington is committed to protecting the privacy and personal data of all customers in the Kennington area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our cleaning services, make an enquiry, or otherwise interact with us. It applies to all Deep Cleaning Kennington customers in the area, including individuals, households, landlords, tenants, and business clients who arrange or receive our services.

1. Who we are

For the purposes of data protection law, Deep Cleaning Kennington acts as the data controller for the personal information described in this Privacy Policy. This means we decide how and why your personal data is processed, in line with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

2. Information we collect

We only collect personal data that is necessary for providing our services, managing our relationship with you, and meeting legal obligations. The types of information we may collect include:

Identity information such as your name, title, and any business or company name provided.
Contact information such as address, email address, and telephone number.
Service information such as the type of cleaning requested, preferred dates and times, access instructions, and special requirements.
Payment information such as billing details and transaction records. We do not store unnecessary card data where secure payment providers are used.
Communication records including emails, messages, booking notes, complaints, feedback, and service-related correspondence.
Site and property information where relevant to the service, such as room count, cleaning priorities, or access conditions.
Technical information if you interact with our digital systems, including basic usage and device information, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, for example if you tell us about a health issue that affects access, safety, or service delivery. Where such data is processed, we do so with additional safeguards and only when lawful.

3. How we use your personal data

We use your personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings, schedule appointments, and deliver cleaning services.
To communicate with you about your service, changes, or issues.
To process payments, invoices, refunds, and account administration.
To handle complaints, disputes, and service quality matters.
To maintain business records and meet tax, accounting, and legal requirements.
To improve our operations, customer experience, and internal training.
To protect against fraud, misuse, or security incidents.

We ensure that personal data is used fairly, transparently, and only for purposes that are compatible with the reasons it was collected.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the situation, we rely on one or more of the following:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes taking bookings, confirming services, carrying out cleaning work, and managing payment arrangements.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, record keeping, fraud prevention, and responding to customer enquiries. When we rely on legitimate interests, we consider the impact on your privacy and use appropriate safeguards.

Legal obligation

We may process and retain certain personal data where necessary to comply with legal and regulatory obligations, including accounting, tax, insurance, and record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where special category data is provided and consent is the appropriate basis. If we rely on consent, you may withdraw it at any time.

5. Sharing your personal data

We may share personal data with trusted third parties who help us run our business and deliver services. These parties act as processors or, in some cases, independent controllers. We only share data where necessary and under appropriate contractual or legal safeguards.

Examples of processors and recipients may include:

Payment service providers who process transactions securely on our behalf.
IT and hosting providers who support our systems, data storage, and communications.
Administrative service providers who assist with bookings, scheduling, or document management.
Professional advisers such as accountants, auditors, insurers, or legal advisers.
Regulators, authorities, or law enforcement where required by law or to protect our rights and property.

We require processors to handle personal data securely, use it only for specified purposes, and implement suitable technical and organisational measures. We do not sell your personal data.

6. International transfers

Where personal data is transferred outside the UK, we take steps to ensure that appropriate protection is in place. This may include using countries with adequacy regulations or applying standard contractual safeguards and additional security measures where needed.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Policy, including legal, accounting, tax, and reporting obligations. Retention periods vary depending on the type of data and the purpose for which it is processed.

In general:

Enquiry records are kept for a limited period after the enquiry is resolved.
Customer and booking records are kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and invoicing records are kept for the period required by law.
Complaint and dispute records may be retained longer where necessary to defend legal claims or manage ongoing issues.

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

8. Data security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and supplier due diligence. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these 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 information.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits set by law and may need to verify your identity before acting on your request.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary for service delivery and provided by an adult responsible for the booking or property. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers in the Kennington area to review this Policy periodically so they remain informed about how their personal data is handled.

12. Summary of our commitment

Deep Cleaning Kennington is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and protect your rights throughout. This Policy applies to all customers of Deep Cleaning Kennington in the area and reflects our ongoing commitment to privacy, trust, and compliance.