Privacy Policy - Deep Cleaning Brixton

This Privacy Policy explains how Deep Cleaning Brixton collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Brixton area. It applies to all Deep Cleaning Brixton customers in the area, including private households, landlords, tenants, property managers, and commercial clients who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Deep Cleaning Brixton provides professional cleaning services and acts as a data controller for the personal information we collect and use in connection with those services. This means we decide why and how your personal data is processed. In some cases, we may also use data processors to help us deliver services, manage administration, or support our operations, but they only act on our instructions.

2. Information we collect

We only collect personal data that is necessary for the purposes described in this policy. The types of information we may collect include:

• Identity information such as your name, title, and any relevant business or company name.
• Contact information such as your address, email address, and telephone number.
• Service information such as property access details, service preferences, cleaning instructions, appointment history, and any notes relevant to the work requested.
• Payment information such as billing details and payment status. We do not store full card details unless required by a secure payment provider.
• Communication records including emails, messages, call notes, complaints, and service feedback.
• Technical information if you interact with digital services, such as basic device or usage data, where applicable.

We do not intentionally collect special category data unless it is necessary and you provide it to us voluntarily. If you share such information, for example in relation to access, health, allergies, or sensitivities affecting the service, we will only process it where permitted by law and where appropriate safeguards are in place.

3. How we use your data

We use personal data for the following purposes:

• To provide and manage cleaning services.
• To confirm bookings, amend appointments, and respond to enquiries.
• To understand your requirements and deliver services safely and effectively.
• To process payments, issue invoices, and manage account records.
• To maintain business records and improve service quality.
• To handle complaints, disputes, and service-related claims.
• To meet legal, tax, accounting, and regulatory obligations.
• To protect against fraud, misuse, or unlawful activity.

We process data only for specified, explicit, and legitimate purposes. We do not use your personal data in a way that is incompatible with those purposes.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis to process your personal data. We rely on one or more of the following:

Contract

We process your data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes arranging services, providing quotes, and delivering cleaning work.

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 managing our operations, keeping internal records, improving services, and ensuring security.

Legal obligation

We may process and retain certain information to comply with legal obligations such as tax rules, accounting requirements, health and safety obligations, and responding to lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, particularly where processing is optional and not required for the service. Where consent is used, you may withdraw it at any time. Withdrawal will not affect processing already carried out lawfully before the withdrawal.

5. Sharing your data and processors

We only share personal data where necessary and appropriate. Data may be shared with trusted third parties acting as processors or independent controllers, including:

• Payment service providers that securely process payments on our behalf.
• IT and cloud service providers that store or support business systems, email, and data backups.
• Administrative support providers that assist with scheduling, bookkeeping, or document management.
• Professional advisers such as accountants, insurers, or legal advisers where needed.
• Regulatory, tax, or law enforcement authorities where disclosure is required by law.

All processors are required to keep personal data secure, use it only for instructed purposes, and implement suitable technical and organisational measures. We do not sell your personal data.

6. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. The retention period depends on the type of information and the purpose for which it is used.

• Service and booking records are usually kept for as long as needed to manage the client relationship and resolve any issues.
• Invoice, payment, and accounting records are generally retained for the period required by tax and financial laws.
• Communication records may be retained for a reasonable period to manage enquiries, disputes, and service quality.
• When data is no longer required, it is securely deleted or anonymised.

We apply a retention approach that is proportionate and regularly reviewed. If we no longer need your personal data, we will delete it securely or make it irreversibly anonymous.

7. Data security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and controlled data disposal procedures. While no system can be guaranteed completely secure, we take reasonable steps to protect the information we hold.

8. Your rights

Under data protection law, you have several rights regarding your personal data. These include:

• The right to be informed about how your data is used.
• The right of access to request a copy of the personal data we hold about you.
• The right to rectification to correct inaccurate or incomplete data.
• The right to erasure in certain circumstances, also known as the right to be forgotten.
• The right to restrict processing in certain situations.
• The right to data portability where processing is based on consent or contract and carried out by automated means.
• The right to object to processing based on legitimate interests or direct marketing.
• Rights relating to automated decision-making, where applicable.

You may exercise these rights subject to legal restrictions and exemptions. We may need to verify your identity before responding to a request. If you wish to object to processing or request erasure, we will assess your request in line with our legal obligations and business requirements.

9. International transfers

If any of our processors store or access personal data outside the United Kingdom, we will ensure suitable safeguards are in place. These may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to an appropriate standard.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with household services and with appropriate lawful basis. Where we become aware that children’s data is involved, we take additional care to ensure it is handled appropriately and securely.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically to stay informed about how their data is handled.

12. Summary of commitments

Deep Cleaning Brixton is committed to processing personal data lawfully, transparently, and securely for customers in the Brixton area. We collect only what we need, use it for clear purposes, share it only with appropriate processors or where required by law, retain it only for necessary periods, and respect your rights under data protection law. We aim to handle all personal data with care and accountability throughout the customer relationship.