Privacy Policy - Hackney Cleaner

This Privacy Policy applies to all Hackney Cleaner customers in the area. It explains how we collect, use, store, share, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are committed to handling personal information fairly, lawfully, and transparently.

1. Who We Are

Hackney Cleaner provides domestic and commercial cleaning services. In delivering our services, we may need to collect and process personal information about customers, property occupants, booking contacts, and other individuals relevant to service delivery. We only collect data that is necessary for legitimate business purposes and for meeting our legal obligations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity data such as your name and title
Contact data such as address and email address
Booking and service data such as service type, appointment date, access instructions, and cleaning preferences
Payment-related data such as transaction records and billing details
Communication data such as messages, complaints, feedback, and service requests
Technical data such as limited device or usage information if you communicate with us electronically
Security and access data where needed for property access or to protect premises during service delivery

We do not intentionally collect special category data unless it is strictly necessary and a lawful basis applies. If you provide information that could reveal sensitive details, we will treat it with appropriate care and restrict use to the minimum necessary purpose.

3. How We Collect Personal Data

We may obtain your data directly from you when you request a quote, make a booking, change an appointment, submit a complaint, or otherwise communicate with us. We may also receive data from third parties where necessary for service administration, such as payment providers, subcontractors, or referral partners. In some situations, your information may be supplied by a landlord, letting agent, property manager, or another authorised person arranging services on your behalf.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide and manage cleaning services
To confirm bookings, schedule visits, and manage changes
To process payments and handle invoices
To respond to enquiries, feedback, and complaints
To maintain service records and quality standards
To improve our services and internal operations
To comply with legal, accounting, and regulatory obligations
To protect our business, staff, customers, and property

5. Lawful Basis for Processing

We only process personal data where a lawful basis under UK GDPR applies. Depending on the situation, our lawful bases may include:

Contract

We process data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing bookings, delivering cleaning services, and handling billing.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, record-keeping, customer support, fraud prevention, and operational improvement.

Legal Obligation

We may process data to comply with laws and regulations, including tax, accounting, insurance, and dispute-handling requirements.

Consent

Where required, we rely on your consent. If processing is based on consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties that help us run our business. These parties act as processors or independent controllers depending on the service. When a processor acts on our behalf, we require them to process data only in accordance with our instructions and to keep it secure.

Processors and other recipients may include:

Payment providers who handle transactions securely
IT and cloud service providers who store or support business systems
Booking or scheduling tools used to organise appointments
Accountants and professional advisers for finance and compliance matters
Subcontractors or cleaning staff where needed to complete a service
Public authorities where disclosure is required by law

We do not sell personal data. We will only disclose information when necessary for service delivery, business administration, legal compliance, or protection of rights and safety.

7. International Transfers

If any of our processors store or access personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protection measures recognised under applicable law. We will take reasonable steps to ensure your data remains secure wherever it is processed.

8. Data Retention

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

Service and booking records are usually retained for a reasonable period after completion of service for customer support, administration, and dispute resolution
Financial and tax records are retained for the period required by law
Complaint and correspondence records may be retained for as long as needed to resolve issues and demonstrate compliance
Security-related records are kept only as long as necessary for safety and operational purposes

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

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, restricted permissions, secure storage, staff confidentiality obligations, and careful selection of processors. While no system is completely secure, we work to minimise risk and respond promptly to any incidents.

10. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exceptions depending on the circumstances.

Right of access – you can request a copy of the personal data we hold about you
Right to rectification – you can ask us to correct inaccurate or incomplete data
Right to erasure – you can ask us to delete your data in certain situations
Right to restrict processing – you can ask us to limit how we use your data
Right to data portability – you can ask for certain data in a structured, commonly used format
Right to object – you can object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time

You also have the right to complain to the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so that we can try to resolve the matter promptly.

11. Children

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in the course of providing services arranged by a parent, guardian, or authorised adult.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage you to review this policy periodically so you remain informed about how we handle personal data.

13. Summary of Our Commitment

Hackney Cleaner is committed to processing personal data fairly, securely, and lawfully. We only collect information that is necessary, use it for clear and legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or when required by law. We also respect your rights and aim to maintain transparent, responsible, and privacy-conscious service delivery for all Hackney Cleaner customers in the area.