Privacy Policy - Wimbledon Cleaner

Effective date: This Privacy Policy applies to all Wimbledon Cleaner customers in the area and explains how we collect, use, store, and protect personal data when we provide cleaning services.

Wimbledon Cleaner is committed to handling personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This Privacy Policy applies to all customers in the Wimbledon Cleaner service area, including individuals who enquire about our services, request quotes, book appointments, receive cleaning services, or otherwise interact with us in relation to our domestic or commercial cleaning work.

It also applies to people whose details are provided to us by a customer where necessary for the delivery of a service, such as property managers, tenants, landlords, reception staff, or authorised representatives.

2. Personal data we collect

We only collect personal data that is relevant and necessary for operating our services, managing customer relationships, and meeting legal and contractual obligations. The types of information we may collect include:

Identity details: name, title, and any preferred form of address.
Contact details: address, email address, and telephone number.
Service details: property access instructions, booking preferences, cleaning requirements, service notes, and appointment history.
Payment and billing details: payment status, invoices, and records of transactions. We do not retain full card details where payment processing is handled securely by a payment provider.
Communication records: emails, messages, call notes, complaint records, feedback, and service-related correspondence.
Technical and usage data: limited information collected through our systems such as device type, timestamps, or basic interaction logs where needed for security and operational purposes.
Special category data: we do not intentionally collect special category data unless it is voluntarily disclosed by you and strictly necessary for a specific service arrangement. Where this occurs, we will treat it with additional care and only process it where lawful.

We generally collect personal data directly from you when you make an enquiry, request a quote, place a booking, communicate with us, or provide information during service delivery. In some cases, we may receive information from third parties who are authorised to act on your behalf or who are involved in managing the property or service.

3. How we use personal data

We use personal data only for clearly defined purposes. These may include:

responding to enquiries and providing quotations;
arranging, confirming, and delivering cleaning services;
managing access to properties and ensuring service instructions are followed;
issuing invoices, processing payments, and maintaining financial records;
handling complaints, service issues, cancellations, and refund requests;
improving service quality, internal training, and operational planning;
meeting legal, tax, accounting, and regulatory obligations;
maintaining security, preventing fraud, and protecting our business and customers;
communicating with you about bookings, changes, or administrative matters.

We do not sell personal data. We also do not use personal data for unrelated purposes without first ensuring a lawful basis exists.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the context, Wimbledon Cleaner may rely on one or more of the following lawful bases:

a. Contract

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

b. Legal obligation

We process personal data where required to comply with legal obligations, such as tax, accounting, record-keeping, and responding to lawful requests from public authorities.

c. Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and interests do not override them. Legitimate interests may include improving our service, preventing misuse, managing risk, maintaining secure records, and handling customer communications efficiently. We always consider whether our interests are proportionate and whether the impact on privacy is acceptable.

d. Consent

In limited situations, we may rely on consent, for example where you choose to receive certain marketing communications or where we need your explicit agreement for specific optional processing. Where we rely on consent, you may withdraw it at any time.

5. Sharing data and processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with the law. These third parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

booking and scheduling software providers;
email, messaging, and customer communications platforms;
secure payment processing providers;
accounting, invoicing, and bookkeeping services;
IT support, cloud storage, and data security providers;
professional advisers such as accountants or legal advisers where necessary.

We require processors to protect personal data, process it only for specified purposes, and implement appropriate technical and organisational security measures. Where a third party acts as an independent controller, they will be responsible for their own privacy practices, but we only share data where there is a valid reason to do so.

We may also disclose data if required by law, court order, or regulatory obligation, or to protect the rights, safety, and security of our customers, staff, and business.

6. International transfers

Where a processor or service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place to protect the data in accordance with applicable law. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms.

7. Data retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods vary depending on the type of data and the nature of the service.

In general:

customer service records are kept for the duration of the customer relationship and for a reasonable period afterwards;
invoice, payment, and accounting records are kept in line with tax and accounting obligations;
communication records are kept as long as needed to manage enquiries, complaints, or disputes;
security logs and system records are retained only for a limited period unless needed for investigation or compliance.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. If we are required to preserve data for legal claims or regulatory purposes, we may retain it for longer than usual.

8. Your rights

As a data subject, you have a number of rights under data protection law. Subject to legal limits and exemptions, these may include:

The right to be informed about how your data is used;
The right of access to obtain a copy of your personal data;
The right to rectification if your information is inaccurate or incomplete;
The right to erasure in certain circumstances;
The right to restrict processing in certain situations;
The right to data portability for data processed by automated means on the basis of consent or contract;
The right to object to processing based on legitimate interests or direct marketing;
Rights related to automated decision-making where applicable.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on a request. In some cases, we may be unable to comply fully where the law permits or requires us to retain certain information.

You also have the right to withdraw consent at any time where we rely on consent as the lawful basis for processing. Withdrawal of consent does not affect the lawfulness of processing before the withdrawal.

9. Security of your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted administrative access to systems.

Although no system is completely secure, we work to reduce risk and to ensure personal data is handled carefully and responsibly.

10. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental to a household service arrangement and only where necessary and lawful. If we become aware that we have collected child-related data inappropriately, we will take steps to delete or protect it as required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling 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 informed about how their data is used.

12. Summary of our privacy principles

In line with the principles of GDPR, Wimbledon Cleaner aims to ensure that personal data is:

processed lawfully, fairly, and transparently;
collected for specified, explicit, and legitimate purposes;
adequate, relevant, and limited to what is necessary;
accurate and kept up to date where possible;
kept only for as long as necessary;
stored securely and protected against misuse;
processed in a way that respects the rights and freedoms of individuals.

By using Wimbledon Cleaner services in the area, you acknowledge that your personal data may be processed as described in this Privacy Policy.