Privacy Policy - Flat Cleaning London

This Privacy Policy explains how Flat Cleaning London collects, uses, stores, and protects personal data when providing flat cleaning services. It applies to all Flat Cleaning London customers in area, including prospective customers, current customers, and anyone who communicates with us about 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

Flat Cleaning London is a cleaning service provider that processes personal data to manage bookings, deliver cleaning services, handle payments, maintain records, respond to enquiries, and improve service quality. In this policy, references to “we”, “us”, or “our” mean Flat Cleaning London.

2. Personal Data We Collect

We only collect data that is necessary for providing and managing our services. Depending on how you interact with us, we may collect the following categories of data:

Identity data: your name and, where relevant, title.
Contact data: telephone number, email address, and service address.
Booking and service data: appointment dates, service preferences, access instructions, cleaning notes, and service history.
Payment data: payment status, transaction references, invoicing details, and limited billing information. We do not store full payment card details if payment is processed by a third-party payment provider.
Communication data: messages, complaints, feedback, and records of any correspondence relating to our services.
Technical data: basic information generated when you communicate electronically with us, such as device type, browser type, and log information if applicable.
Special instructions data: information you choose to provide that helps us carry out the cleaning service safely and effectively, such as property access notes or allergen-related preferences.

We do not intentionally collect more personal data than is required. Please avoid sharing unnecessary sensitive information unless it is needed for the service.

3. How We Use Personal Data

We use personal data for the following purposes:

to confirm and manage bookings;
to deliver flat cleaning services;
to communicate about appointments, changes, and service updates;
to process payments and issue invoices or receipts;
to keep records of completed work and customer preferences;
to handle complaints, queries, and customer support requests;
to maintain security, prevent misuse, and protect our business and customers;
to comply with legal, accounting, and tax obligations;
to improve our services, staff training, and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and you are informed where required.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. Flat Cleaning London relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, and managing payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining service records, improving our operations, ensuring security, and handling customer communications.

Legal Obligation

We may process and retain certain information where required to comply with legal, regulatory, tax, or accounting obligations.

Consent

Where we rely on your consent, for example for specific optional communications or non-essential processing, you may withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties who act as data processors or, in some cases, independent controllers. These parties are required to handle data securely and in line with applicable law.

Payment providers to process card or electronic payments securely.
Booking and scheduling tools used to manage appointments and service records.
IT and cloud service providers that host our systems, store data, or support communications.
Accountants and professional advisers for financial, tax, and compliance purposes.
Regulators, law enforcement, or legal advisers where disclosure is necessary to comply with the law or protect legal rights.

We ensure that processors are subject to appropriate contractual obligations, including confidentiality, security, and data protection commitments. We do not sell personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this policy, including legal and operational requirements. Retention periods vary depending on the type of information and the reason we hold it.

Customer and booking records are generally kept for the duration of the service relationship and for a reasonable period afterwards to handle queries, disputes, or repeat bookings.
Financial and invoicing records are retained for the period required by tax and accounting law.
Complaint and correspondence records are kept for as long as needed to resolve matters and demonstrate proper handling.
Consent records may be retained to show how and when consent was obtained or withdrawn.

When personal data is no longer needed, we will delete it, anonymise it, or securely archive it where appropriate.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to personal data to those who need it for legitimate business purposes. Although no system is completely secure, we work to maintain an appropriate level of protection.

8. Your Rights

As a data subject, you have rights under data protection law. Subject to legal limits and verification of identity, you may exercise the following rights:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in specific situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We will respond to rights requests within the time limits required by law. In some cases, we may need to retain certain information despite a request, where we have a legal obligation or other lawful reason to do so.

9. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place so that your personal data remains protected to a standard consistent with UK GDPR requirements.

10. Children’s Data

Our services are intended for adults arranging cleaning services for residential properties. We do not knowingly collect personal data directly from children. If we become aware that children’s data has been collected unintentionally, we will take steps to delete or protect it as appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

Flat Cleaning London processes personal data carefully, lawfully, and only as needed to provide reliable cleaning services. We collect limited information, use it for clear purposes, share it only with appropriate processors, retain it for necessary periods, and respect your rights under data protection law. This policy is intended to give all customers in area clear and transparent information about how their data is handled.