Privacy Policy - Deep Cleaning Hammersmith

This Privacy Policy explains how Deep Cleaning Hammersmith collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Hammersmith customers in the area, including individuals who enquire about our services, request a quotation, book a cleaning appointment, or receive service updates from us. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Deep Cleaning Hammersmith provides professional deep cleaning services for homes and commercial premises in the local area. In this policy, “we”, “us”, and “our” refer to Deep Cleaning Hammersmith as the data controller for the personal data we decide how to collect and use.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for delivering our services, managing customer relationships, and meeting legal obligations. The data we may collect includes:

Identity details such as your name
Contact details such as your email address, phone number, and service address
Booking and service details such as the type of cleaning requested, preferred dates, instructions, and notes about access requirements
Billing information such as payment records, invoice details, and transaction history
Communication records such as emails, messages, call notes, and complaint details
Technical data such as basic device or browser information if you interact with our digital systems
Customer feedback and review information voluntarily provided by you

We do not intentionally collect special category data unless it is strictly necessary and you have provided it directly, or we are legally permitted or required to process it. Special category data includes information relating to health, religion, ethnicity, political opinions, or similar sensitive categories.

3. How We Collect Data

We may collect personal data when you:

submit an enquiry or request a quote
make a booking or amend an appointment
communicate with our team by phone, email, or message
pay for services or request an invoice
provide feedback, leave a review, or raise a complaint
participate in service-related communications

We may also receive data from third parties where necessary, such as payment providers, booking systems, or referral partners acting on your behalf. Where this happens, we only use the information for legitimate business purposes connected to your service.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under UK GDPR. Depending on the circumstance, we rely on the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, processing payments, and handling post-service queries.

Legal Obligation

We may process and retain certain data to comply with tax, accounting, consumer protection, and other legal requirements.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include managing customer relationships, improving our services, preventing fraud, securing our systems, and maintaining service quality.

Consent

Where required by law, or where we choose to rely on it, we will ask for your consent before processing your data. For example, this may apply to certain marketing communications. You may withdraw consent at any time.

5. How We Use Your Data

We use personal data for the following purposes:

to provide deep cleaning services and manage bookings
to communicate with you about appointments, quotations, and service changes
to issue invoices and process payments
to respond to enquiries, feedback, and complaints
to improve service quality and customer experience
to maintain records for administrative, accounting, and compliance purposes
to protect against fraud, misuse, or unauthorised access

We will only use your personal data for the purposes described in this policy or for closely related purposes that you would reasonably expect.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These providers are only allowed to use your data under our instructions and must keep it secure. Typical processors may include:

Payment processors that handle card or online payment transactions
Booking and scheduling providers that help manage appointments
IT and cloud service providers that store data securely
Communication providers that support email, message, or phone systems
Professional advisers such as accountants, legal advisers, or insurers where necessary

We may also disclose personal data if required by law, to respond to legal claims, to protect our rights, or to support a law enforcement or regulatory request. If we use any third-party processor, we will ensure that appropriate contractual and security safeguards are in place.

7. International Transfers

Where a processor stores or accesses data outside the UK, we will only do so where appropriate safeguards are in place, such as an adequacy decision or suitable contractual protections approved under applicable data protection law. Our aim is to keep personal data protected to a standard consistent with UK GDPR.

8. Data Retention

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

Booking and service records are generally retained for a reasonable period after the service to manage queries, disputes, or follow-up matters
Financial and invoice data are retained for the period required by tax and accounting laws
Communication records may be retained for customer service, evidence, and quality assurance
Marketing preferences are retained until you withdraw consent or object where applicable

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

9. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, and staff awareness practices. While no system is completely secure, we work to reduce risks and handle data responsibly.

10. Your Rights

Under UK GDPR, you have rights in relation to the personal data we hold about you. These include:

Right of access to request a copy of the personal data we hold about you
Right to rectification to correct inaccurate or incomplete data
Right to erasure in certain circumstances, also known as the right to be forgotten
Right to restriction to limit how we use your data in certain situations
Right to object to processing based on legitimate interests or direct marketing
Right to data portability for data you provided to us where processing is based on consent or contract and carried out by automated means
Right to withdraw consent where we rely on consent to process your data

If you wish to exercise any of these rights, we will respond in accordance with applicable law. In some cases, we may need to retain certain information where there is a legal or contractual reason to do so.

11. Marketing Communications

We may send service-related communications where necessary to manage your booking or account. We will only send marketing communications where permitted by law and, where required, with your consent. You can object to marketing at any time, and we will respect your choice.

12. Cookies and Similar Technologies

If our systems use cookies or similar technologies, these may be used to support functionality, improve performance, or understand general usage patterns. Where required, we will provide appropriate notice and obtain consent before placing non-essential cookies. You can adjust your browser settings to control cookies, although some features may not function properly without them.

13. Complaints

If you have concerns about how we handle personal data, we encourage you to raise them with us so we can address the issue promptly. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been violated.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updates will apply from the date they are published, and we encourage customers to review this policy periodically.

Deep Cleaning Hammersmith is committed to protecting your privacy and using personal data responsibly. We process information only where there is a lawful basis, keep it only as long as necessary, and respect your rights under data protection law.