Privacy Policy - Cleaners Soho

This Privacy Policy explains how Cleaners Soho collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in Soho and the surrounding area. It applies to all Cleaners Soho customers in area, including current, former, and prospective customers, as well as individuals who make enquiries, book services, or otherwise interact with us in relation to our services.

1. Who we are

Cleaners Soho is a cleaning service provider operating in the Soho area. For the purposes of data protection law, we act as a data controller when we decide how and why your personal data is processed. This means we are responsible for making sure your data is handled fairly, lawfully, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal data we collect

We only collect personal data that is necessary to provide and manage our services, respond to enquiries, and meet our legal and operational obligations. The types of information we may collect include:

Identity details such as your name and title;
Contact details such as address, email address, and telephone number;
Service details such as cleaning preferences, property access instructions, booking history, and service notes;
Payment-related information such as billing address and transaction records;
Communication records including messages, complaints, feedback, and correspondence;
Technical information if you interact with us digitally, such as device or usage data collected through standard website or email systems;
Operational information such as staff allocation, scheduling data, and service completion records.

We do not intentionally collect special category data unless it is necessary and permitted by law, and only where there is a valid legal basis to do so.

3. How we use your data

We use personal data for a range of service-related and administrative purposes. These include:

Managing enquiries and providing quotations;
Booking, scheduling, and delivering cleaning services;
Handling payments, invoicing, and account administration;
Recording customer preferences and property instructions to improve service delivery;
Communicating with you about appointments, changes, or service issues;
Responding to complaints, disputes, or requests;
Maintaining internal records and service quality;
Meeting legal, regulatory, tax, and accounting obligations;
Protecting our business, staff, customers, and property from fraud, misuse, or security risks.

We use your data only for purposes that are compatible with the original reason it was collected, unless we obtain your consent or another lawful basis applies.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, Cleaners Soho may rely on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes arranging and delivering cleaning services, taking bookings, handling payments, and managing service delivery.

Legal obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, employment, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include maintaining service records, managing operations, improving quality, preventing fraud, and resolving customer issues.

Consent

Where required, we may rely on your consent, for example for certain types of optional communication or specific data uses. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and processors

We may share personal data with trusted third parties who help us run our business. These third parties act either as independent controllers or as processors who handle data on our behalf under written contracts and appropriate safeguards.

Examples of processors may include:

Payment processors that handle card or electronic payment transactions;
Booking and scheduling systems that support appointment management;
IT and cloud service providers that store data securely and support our internal systems;
Communication service providers that help us send service-related messages;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Public authorities where we are required to disclose information by law.

We only share the minimum amount of data necessary and require processors to protect personal data, use it only for authorised purposes, and comply with data protection law. We do not sell your personal data.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, operational, and dispute-resolution reasons. Retention periods vary depending on the type of record and the purpose of processing.

Customer and booking records are usually kept for the duration of the customer relationship and for a reasonable period afterwards;
Financial and tax records are retained for as long as required by applicable law;
Communication and complaint records may be kept until the matter is resolved and for a further period if needed for defence of legal claims;
Technical and operational logs are kept only as long as needed for security, service management, or troubleshooting.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Security of your information

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed completely secure, we work to protect your information in line with industry standards and legal requirements.

8. Your rights

As a data subject, you have a number of rights regarding your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we process your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us, where legally applicable;
Withdraw consent where processing is based on consent;
Complain to the relevant supervisory authority if you believe your data rights have been infringed.

Please note that some rights may not apply in every circumstance, and we may need to retain certain information to comply with legal obligations or to establish, exercise, or defend legal claims.

9. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include using approved contractual protections or relying on adequacy decisions where available. We take steps to ensure that any such transfer meets applicable legal standards.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically to stay informed about how personal data is handled.

11. Summary of key principles

Cleaners Soho is committed to processing personal data fairly, lawfully, and transparently. We collect only the information needed to provide cleaning services and manage our business effectively. We rely on clear lawful bases, retain data only as long as necessary, use trusted processors under contract, and respect your data protection rights.

This policy applies to all Cleaners Soho customers in area and forms part of our commitment to responsible and compliant data handling. By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.