Cleaners Soho Privacy Policy
This Privacy Policy explains how Cleaners Soho collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the General Data Protection Regulation and applicable UK data protection laws. This Privacy Policy applies to all Cleaners Soho customers and users of our services within the area we serve.
Who we are and scope of this policy
Cleaners Soho is a cleaning service provider operating in the Soho area and surrounding locations. In this Privacy Policy, references to we, us, or our mean Cleaners Soho as the data controller responsible for deciding how and why your personal data is used.
This policy applies whenever you interact with us as a customer, potential customer, or contact person, including when you make enquiries, book services, or communicate with us about our services.
Personal data we collect
We may collect and process the following categories of personal data:
Identity and contact details such as your name, title, address, service location address, and general contact details you choose to provide.
Service and booking information such as details of the services you request, property type, access instructions you choose to provide, dates and times of bookings, and any preferences or notes relating to the service.
Payment-related information such as details needed to process payments and issue invoices, as provided to or through our chosen payment processors. We do not collect more payment data than is necessary for this purpose.
Communication data such as emails and messages you send to us, feedback or complaints, and any other information you voluntarily provide when communicating with us.
Technical and usage information where applicable, such as basic technical data relating to the use of our website or online booking systems, including date and time of access and pages visited. We aim to collect only what is necessary to operate and secure our services.
How we collect personal data
We may collect personal data directly from you when you contact us by any communication method, request a quote, make a booking, or provide feedback about our services.
We may also receive personal data indirectly through third party platforms that help us take bookings or process payments, where this is needed to provide our services to you.
Lawful basis for processing
We process your personal data only where we have a lawful basis under the GDPR and applicable UK data protection laws. The main lawful bases we rely on are:
Performance of a contract: We process personal data to provide our cleaning services, manage bookings, take payment, and perform our contractual obligations to you.
Legitimate interests: We may process personal data to manage and grow our business, respond to enquiries, improve our services, prevent fraud, maintain security, and keep appropriate business records. When we rely on legitimate interests, we balance our interests against your rights and freedoms.
Consent: In some cases we may ask for your consent, for example for certain types of optional communications or non-essential data collection. Where we rely on consent, you may withdraw it at any time, and we will explain how to do so at the time we request your consent.
Legal obligations: We may process and retain certain data where this is required to comply with legal or regulatory obligations, such as tax laws or accounting rules.
How we use your personal data
We use your personal data for the following purposes:
To provide our cleaning services, including arranging and confirming bookings, coordinating cleaning staff, and managing service delivery at your premises.
To communicate with you, including responding to your enquiries, sending booking confirmations and updates, and handling feedback or complaints.
To process payments and manage invoices, refunds, or other payment-related matters.
To manage our business operations, including record keeping, accounting, and internal reporting.
To maintain security and prevent misuse of our services, including detecting and preventing fraud or unauthorised access.
To comply with legal and regulatory requirements and cooperate with relevant authorities where lawfully required.
Data processors and third parties
We may share your personal data with trusted third parties who act as data processors and provide services on our behalf. These may include:
Payment processors who handle card or online payments and related fraud prevention measures.
IT and hosting providers who supply systems, tools, and data storage facilities necessary for us to operate our business.
Booking or scheduling platforms that assist us with managing customer bookings and appointments.
Professional advisers such as accountants or legal advisers, where access to personal data is strictly necessary for the services they provide to us.
These processors are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. We require all processors to implement appropriate technical and organisational measures to protect your data.
We may also share personal data where required by law, regulation, or court order, or in connection with legal proceedings or the exercise or defence of legal claims.
International transfers
Where we use service providers or systems that involve transferring personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other recognised safeguards under data protection law.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including to provide our services, maintain business records, and meet legal or regulatory requirements.
In general, we keep customer and booking information for the duration of our relationship with you and for a reasonable period afterwards, for example to handle queries, complaints, or potential legal claims.
Financial records and invoices may be retained for longer periods where required by tax or accounting laws. When personal data is no longer needed, we take steps to securely delete or anonymise it.
Security of your data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting personal data access to staff and processors who need it to perform their duties.
While we work to protect your information, no transmission or storage system can be completely secure. We therefore cannot guarantee absolute security, but we are committed to continually improving our security practices.
Your data protection rights
Under the GDPR and applicable UK data protection laws, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these rights may include:
Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of that data.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and no other lawful basis applies.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of data or assessing an objection you have raised.
Right to data portability: You may request a copy of certain personal data in a structured, commonly used format and ask that we transmit it to another controller, where technically feasible and where the legal conditions are met.
Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we have compelling legitimate grounds to continue or the processing is for the establishment, exercise, or defence of legal claims.
Where we rely on consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
How to exercise your rights
If you wish to exercise any of your data protection rights, or if you have any concerns or questions about how we handle your personal data, you can contact us using the usual communication channels you use to reach Cleaners Soho.
We will respond to your request as required by data protection law and may ask you to provide additional information to confirm your identity before fulfilling certain requests.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated version will apply from the time it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
This Privacy Policy applies to all Cleaners Soho customers and users in our service area and is intended to provide clear, transparent information about our data practices.