Privacy Policy - Camden Cleaners

Effective date: This Privacy Policy applies to all Camden Cleaners customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our cleaning services.

We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This Privacy Policy applies to all Camden Cleaners customers in area, including individuals who request quotes, book services, receive cleaning services, communicate with us, or otherwise interact with us as a customer, prospective customer, or account holder. It also applies where we process personal data relating to household members, building occupants, access contacts, or other individuals connected to a cleaning appointment.

By using our services, you acknowledge that your personal data will be processed as described in this policy.

2. Personal Data We Collect

We collect only the personal data that is necessary for running our cleaning services, managing bookings, meeting legal obligations, and improving our operations. The categories of data may include:

• Identity details such as name and title.
• Contact details such as postal address, email address, and telephone number.
• Service information including property access details, cleaning preferences, appointment history, service instructions, and notes relevant to the job.
• Billing and payment information such as invoice records, payment status, and transaction details.
• Communication records including emails, messages, call notes, and complaints or feedback.
• Technical information where applicable, such as device or browser data collected when you interact with our digital systems.
• Special category data only where it is necessary and you have chosen to share it with us, for example information about access needs or vulnerabilities that affect service delivery.

We do not intentionally collect more information than is needed for our business purposes. Where sensitive information is provided, we handle it with additional care and only process it when legally permitted.

3. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations, bookings, and cleaning services;
• to manage customer accounts and service preferences;
• to communicate about appointments, changes, and service updates;
• to issue invoices, process payments, and maintain financial records;
• to respond to enquiries, complaints, and customer requests;
• to improve service quality, staff training, and operational planning;
• to meet legal, tax, insurance, and regulatory obligations;
• to prevent fraud, misuse, and security incidents;
• to defend or establish legal claims where necessary.

We will never use your data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the activity, Camden Cleaners relies on one or more of the following lawful bases:

Contract

We process data that is necessary to enter into or perform our contract with you. This includes taking bookings, delivering cleaning services, confirming appointments, and handling invoices and payments.

Legal Obligation

We may process personal data where we must comply with legal or regulatory requirements, including accounting, taxation, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, preventing fraud, securing systems, and maintaining internal records.

Consent

Where required, we will rely on your consent, for example for certain optional communications or the processing of specific sensitive information that you choose to provide. You may withdraw consent at any time where processing is based on consent.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency affecting health or safety.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, to meet legal obligations, and to resolve disputes. Retention periods vary depending on the type of data and the reason it is held.

• Customer and booking records are typically retained for the duration of the service relationship and for a reasonable period afterwards.
• Financial and tax records are kept for the period required by law.
• Communication records may be retained for a limited period to manage queries, service issues, and complaints.
• Health, access, or sensitivity-related notes are retained only as long as needed for safe and effective service delivery.

When personal data is no longer required, we securely delete, anonymise, or archive it in accordance with our retention procedures. We review retained data periodically to ensure it remains necessary and proportionate.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary and appropriate. These third parties act either as data processors on our behalf or as independent controllers in their own right.

Processors are service providers that handle personal data under our instructions and are contractually required to protect it. Examples may include:

• booking and scheduling software providers;
• accounting and invoicing systems;
• payment processing services;
• IT support and data storage providers;
• customer communication tools;
• professional advisers such as accountants or legal advisers, where necessary.

We may also disclose data where required by law, court order, or lawful request from public authorities, or where needed to protect our rights, staff, customers, or property.

Any processor we use is selected carefully and must provide appropriate technical and organisational security measures.

7. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Security of Personal Data

We take reasonable and appropriate steps to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. Measures may include access controls, staff confidentiality obligations, secure storage, restricted permissions, and regular review of our systems and procedures.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations and exemptions, depending on the circumstances.

• Right of access: you may ask for confirmation of whether we process your data and request a copy of it.
• Right to rectification: you may request correction of inaccurate or incomplete data.
• Right to erasure: in certain circumstances, you may ask us to delete your personal data.
• Right to restriction: you may request that we limit how we use your data in specific situations.
• Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
• Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request transfer of certain data.
• Right to withdraw consent: where consent is the basis for processing, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request and respond in accordance with applicable law. You will not usually need to pay a fee to exercise your rights.

10. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, you may raise the issue with us first so that we can review and address it. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. 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 handled.

Camden Cleaners is committed to respecting your privacy and using personal data responsibly, fairly, and lawfully.