Privacy Policy - Bromley Cleaner

This Privacy Policy explains how Bromley Cleaner collects, uses, stores, shares, and protects personal data for all Bromley Cleaner customers in the area. It applies whenever you request, receive, or pay for cleaning services from us, whether the service is one-off, recurring, domestic, or commercial. We are committed to handling personal data in a way that is lawful, fair, transparent, and consistent with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We respect your privacy and only use personal data where we have a valid reason to do so. This policy sets out the categories of data we may collect, the lawful bases we rely on, how long we keep data, the third parties that may process data on our behalf, and the rights available to you.

1. Data We Collect

We only collect personal data that is necessary to provide our services, manage our relationship with you, and meet our legal obligations. The type of information we may collect includes:

Identity details, such as your name and, where relevant, business name.
Contact details, such as your address, telephone number, and email address.
Service information, such as cleaning preferences, property access instructions, booking notes, and service history.
Billing and payment information, such as invoice details, payment status, and transaction records.
Communication records, including messages, complaints, feedback, and service updates.
Technical information if you interact with us online, such as basic device or usage data where relevant to security or service delivery.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a specific purpose, such as safety instructions or access needs. Please avoid sharing sensitive information unless it is relevant to the service.

2. How We Use Your Data

We use personal data to deliver and manage our cleaning services efficiently and professionally. This may include:

processing bookings and arranging appointments;
providing cleaning services at your property or business premises;
managing billing, invoicing, and payments;
communicating about service changes, schedules, or issues;
handling complaints, disputes, and customer support requests;
maintaining internal records and service quality;
meeting legal, accounting, and tax obligations;
protecting our business, staff, customers, and property.

We do not sell your personal data and we do not use it for unrelated purposes without a lawful basis.

3. Lawful Basis for Processing

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

Contract

We process data when it is necessary to enter into or perform a contract with you. For example, we need your address, contact details, and service preferences to provide cleaning services.

Legal Obligation

We may process data where required to comply with legal duties, including tax, accounting, record-keeping, insurance, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include managing operations, improving services, preventing fraud, ensuring safety, and retaining evidence of customer instructions or complaints.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information that is not necessary for service delivery. If we rely on consent, you may withdraw it at any time.

We will always assess the appropriate lawful basis before processing data for any new purpose.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

Customer and service records are typically kept for the duration of the relationship and for a reasonable period afterwards to deal with queries, disputes, or repeat bookings.
Financial records are usually retained for the period required by tax and accounting law.
Complaint or incident records may be kept longer where needed to defend a legal claim or demonstrate compliance.

When data is no longer needed, we will securely delete, anonymise, or archive it where appropriate. We do not keep personal data indefinitely.

5. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to help us operate our business. These processors only act on our instructions and are required to protect your data. They may include:

Payment processors for taking and managing payments;
Accounting and invoicing providers for financial administration;
Scheduling or booking tools for managing appointments;
IT and cloud storage providers for secure data hosting and back-up;
Communication service providers for email, messaging, or phone support;
Professional advisers such as accountants, insurers, or legal advisers when necessary.

We only share personal data with processors where there is a legitimate business need and where suitable safeguards are in place. In some cases, we may also disclose data to public authorities, regulators, or law enforcement where required by law.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and reasonable administrative safeguards. Although no system can be guaranteed to be completely secure, we aim to maintain a level of protection appropriate to the sensitivity of the information we hold.

7. Your Rights

As a data subject under the UK GDPR, you have a number of important rights. These rights are not absolute and may be subject to legal limitations, but we will always respond carefully and within the required timeframes. Your rights include:

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 data.
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 format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

8. Children’s Data

Our services are generally intended for adults arranging cleaning services for homes or businesses. We do not knowingly collect personal data from children unless it is incidental and necessary for service delivery, such as family household arrangements. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. When we do so, we will revise the policy accordingly. We encourage customers to review this policy periodically so they remain informed about how their data is used.

By using Bromley Cleaner services, you acknowledge that your personal data may be processed in line with this Privacy Policy. We aim to keep our privacy practices clear, proportionate, and respectful of your rights at all times.