Privacy Policy - Wimbledon Cleaners

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

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

1. Who this policy applies to

This Privacy Policy applies to all Wimbledon Cleaners customers in the area, including individuals who enquire about our services, receive quotations, book appointments, communicate with us, or otherwise use our cleaning services. It also applies to anyone whose personal data we may process in connection with those services, such as property occupants, access contacts, or billing contacts.

2. Personal data we collect

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

Identity details: name, title, and basic identification information.
Contact details: address, email address, telephone number, and service location details.
Service information: cleaning preferences, booking details, instructions, access arrangements, and feedback.
Payment and billing details: payment status, invoice records, and transaction references. We do not retain card details unless necessary for a secure payment process handled by a payment provider.
Communication records: emails, messages, complaints, and notes relating to customer support or service delivery.
Technical information: limited website or device information if you submit an online enquiry, such as IP address, browser type, or basic usage data, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where access needs or health-related instructions are relevant to the safe delivery of services. In such cases, we will only process that information where a lawful basis exists and additional safeguards are applied.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to arrange and deliver cleaning services;
to manage bookings, changes, cancellations, and service updates;
to communicate with customers about appointments and service matters;
to process payments, invoices, refunds, and account records;
to maintain service quality, handle complaints, and improve our operations;
to meet legal, tax, insurance, and regulatory requirements;
to protect our business, staff, and customers from fraud or misuse.

We will never use your data in ways that are incompatible with the reasons it was collected.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis to process personal data. Wimbledon Cleaners relies on the following lawful bases:

4.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, issuing invoices, and handling customer support connected to the agreement.

4.2 Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing customer records, improving our services, preventing fraud, securing our operations, and communicating relevant service information.

4.3 Legal obligation

We may process personal data where necessary to comply with legal obligations, including tax, accounting, employment, safeguarding, insurance, and record-keeping requirements.

4.4 Consent

Where required, we may rely on your consent, for example for certain optional communications or when you voluntarily provide sensitive information that requires express permission. If we rely on consent, you may withdraw it at any time.

5. Sharing data and processors

We may share personal data only where necessary and with appropriate safeguards. We do not sell personal data. Where we use third-party service providers to process data on our behalf, they act as processors and are bound by written agreements requiring them to protect your information.

Typical processors may include:

Payment processors: to handle secure payment transactions.
Accounting or bookkeeping providers: to manage invoices, records, and financial reporting.
IT and cloud service providers: to store and protect data systems and communications.
Scheduling or booking platforms: to organise appointments and service logistics.
Professional advisers: such as insurers, auditors, or legal advisers, where necessary.

We may also disclose data to public authorities, regulators, law enforcement, or courts where required by law. Any sharing is limited to what is necessary and proportionate.

6. Retention of personal data

We keep personal data only for as long as needed for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

Customer and service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records: retained in line with statutory requirements.
Communication records: retained for as long as needed to manage queries, disputes, or service history.
Complaint or incident records: retained for the time needed to resolve the matter and defend any legal claims.

When data is no longer needed, we will securely delete, anonymise, or archive it in a manner consistent with data protection law.

7. Data security

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, confidentiality obligations, and regular review of data handling practices.

While no system can be guaranteed to be completely secure, we work to ensure that personal data is protected to a standard appropriate to the risk involved.

8. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

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

These rights are not absolute and may be subject to legal limits. If we cannot comply with a request, we will explain why.

9. Children’s data

Our services are intended for adults, and we do not knowingly collect personal data directly from children. If any child-related information is incidentally provided as part of a household service arrangement, it will be handled with care and only where necessary.

10. International transfers

If any service provider processes data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. We only transfer personal data where the level of protection remains legally adequate.

11. 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 handling practices. The most recent version will apply from the date it takes effect.

We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of our commitments

Wimbledon Cleaners is committed to respecting privacy, limiting data collection to what is necessary, using lawful bases appropriately, retaining data only as long as required, working with trusted processors, and supporting your rights under data protection law. This policy applies to all Wimbledon Cleaners customers in the area and reflects our responsibility to process personal data fairly, securely, and transparently.