Privacy Policy - Belgravia Cleaners

This Privacy Policy explains how Belgravia Cleaners collects, uses, stores, shares, and protects personal data in connection with the cleaning services we provide. It applies to all Belgravia Cleaners customers in the area, including prospective customers, current customers, former customers, and any individuals who interact with us in relation to our services. We are committed to processing personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Belgravia Cleaners is a cleaning service provider that handles personal data when delivering domestic, commercial, and specialist cleaning services. In the context of this policy, we act as the data controller for the personal data we collect and use to manage our business and provide services. This means we determine the purposes and means of processing personal data.

2. Personal data we collect

We collect only the personal data that is necessary for service delivery, administration, compliance, and legitimate business operations. The data we may collect includes:

• Identity information such as name and title.
• Contact details such as address, telephone number, and email address.
• Service information such as booking details, service preferences, access instructions, and cleaning requirements.
• Payment information such as billing details and transaction records. We do not store card details unless necessary through a secure payment provider.
• Communications such as enquiries, complaints, feedback, and correspondence.
• Property-related information needed to carry out a cleaning service safely and effectively, such as property entry arrangements or specific areas requiring attention.
• Technical data such as website or device information if you contact us through digital channels, where applicable.

We do not seek to collect special category data unless there is a clear and lawful reason to do so, and only where it is necessary for a specific service or legal obligation. If such data is ever provided to us, we will handle it with extra care and in line with applicable law.

3. How we use your personal data

We use personal data for the following purposes:

• To provide cleaning services and manage bookings.
• To communicate with customers about appointments, changes, and service updates.
• To process payments and issue invoices or receipts.
• To respond to queries, requests, and complaints.
• To maintain service quality, customer records, and business administration.
• To comply with legal, accounting, tax, and regulatory obligations.
• To protect our business, staff, customers, and property from fraud, misuse, or security risks.

We will only use personal data for the purposes for which it was collected unless we reasonably determine that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes setting up services, managing bookings, providing the agreed cleaning service, and handling billing.

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 improving our services, keeping records, managing internal administration, preventing fraud, and ensuring the security of our operations.

4.3 Legal obligation

We may process personal data where it is necessary to comply with legal obligations, such as tax, accounting, employment, health and safety, or record-keeping requirements.

4.4 Consent

In limited cases, we may rely on your consent, for example where specific optional communications or uses are not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

5. How we share personal data

We may share personal data with trusted third parties where necessary for service delivery, business administration, or legal compliance. These third parties act as processors or, in some cases, independent controllers.

• Payment service providers who securely handle payment processing.
• IT and cloud service providers who support data storage, scheduling, communications, or system maintenance.
• Accounting and professional advisers who assist with financial, tax, legal, or compliance matters.
• Operational suppliers who help us deliver our services, such as software or booking tools.
• Public authorities where disclosure is required by law or necessary to protect rights, safety, or security.

When we use processors, we require them to process personal data only on our instructions, to protect it appropriately, and to comply with data protection law. We do not sell personal data.

6. International transfers

If any personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include using countries approved as adequate by the UK government or relying on standard contractual clauses and additional protections where required.

7. 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, tax, and reporting requirements. Retention periods may vary depending on the type of data and the purpose of processing. For example:

• Customer service records may be kept for the duration of the relationship and for a reasonable period afterwards.
• Financial and invoicing records may be kept for the period required by law.
• Complaints or dispute records may be retained until the matter is resolved and for an additional period where necessary.

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

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and regular review of internal practices. While we work hard to safeguard data, no system can be guaranteed to be completely secure.

9. Your rights

As a data subject, you have a number of rights under data protection law. These include:

• 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 information.
• Right to erasure - to ask us to delete personal data in certain circumstances.
• Right to restriction - to ask us 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 request transfer of data you provided to us in a structured, commonly used format where applicable.
• 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 conditions or exceptions under the law. We may need to verify your identity before responding to a request.

10. Marketing communications

We will only send marketing communications where permitted by law. If you choose to receive such communications, you may opt out at any time. We will continue to send non-marketing service communications that are necessary for the provision of our services, such as booking confirmations or essential service updates.

11. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer and handled lawfully. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any revised version will apply from the date of publication or as otherwise stated. We encourage customers to review the policy periodically so they remain informed about how their information is handled.

13. Further information

If you wish to exercise your rights, raise a concern, or request further information about how your personal data is handled, you may do so through the appropriate customer service channel. 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 infringed.

By using Belgravia Cleaners’ services, you acknowledge that you have read and understood this Privacy Policy.