Privacy Policy - Cleaners N1

Effective date: This Privacy Policy applies to all Cleaners N1 customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our cleaning services.

Cleaners N1 is committed to respecting your privacy and handling your personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This Privacy Policy applies to:

individual customers who book cleaning services from Cleaners N1;
households and property occupants where services are provided;
prospective customers who make enquiries;
any person whose data we receive in order to deliver or manage our services.

If you use Cleaners N1 services in the area, this policy applies to you.

2. Personal data we collect

We collect only the personal data that is necessary to provide and manage our services. Depending on how you interact with us, we may collect the following categories of data:

2.1 Data you provide directly

Identity data such as your name, title, and any relevant household or business contact details;
Contact data such as address, phone number, and email address;
Booking details including service type, preferred dates, instructions, access notes, and special requirements;
Payment-related information where needed to process transactions and issue invoices or receipts;
Communication records including messages, feedback, complaints, and service preferences;
Special instructions you choose to share, such as access arrangements or areas to avoid.

2.2 Data collected automatically

Technical data such as device type, browser information, and general usage patterns if you contact us digitally;
Operational records such as service dates, staff assignments, job notes, and completion status;
Security and access data where required for property entry, keys, alarms, or relevant access procedures.

2.3 Data from third parties

We may also receive personal data from third parties such as:

payment providers;
referral partners or booking platforms;
property managers, landlords, or tenants where they arrange or authorise services;
substitute contacts needed to complete a booking or resolve an issue.

3. How we use your personal data

We use personal data only for legitimate and specified purposes. These include:

to manage enquiries and provide quotations;
to schedule, deliver, and complete cleaning services;
to communicate with you before, during, and after a booking;
to process payments, refunds, and invoices;
to record customer preferences and service history;
to deal with complaints, incidents, or disputes;
to maintain service quality, training, and internal records;
to comply with legal and regulatory obligations;
to protect our business, staff, customers, and property;
to prevent fraud, misuse, and unauthorized access.

We do not sell personal data.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of personal data. Cleaners N1 relies on 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 handling bookings, providing services, and processing payments.

4.2 Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, record-keeping, fraud prevention, customer support, and internal administration.

4.3 Legal obligation

We process certain data to comply with legal obligations, such as accounting, tax, insurance, or other regulatory requirements.

4.4 Consent

In limited situations, we may rely on your consent, for example where we ask for permission to use optional information or to send certain types of communication. Where consent is used, you may withdraw it at any time.

5. Sharing your data and processors

We may share personal data with trusted third parties who help us deliver our services. These third parties act as processors when they handle data on our behalf and under our instructions.

Processors may include:

payment processors that handle card or online transactions;
booking, scheduling, or customer management tools;
email, messaging, or document storage services;
IT and cybersecurity providers;
accounting, payroll, or invoicing systems;
cleaning staff or operational partners who need access to your information to perform services;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We require processors to keep personal data secure, use it only for our instructions, and comply with applicable data protection laws. We may also share information where required by law, court order, or to protect vital interests, legal rights, or property.

6. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the nature of the service.

Booking and service records are generally retained for a reasonable period to manage customer history, disputes, and service quality;
Financial and tax records are retained for the period required by law;
Communication records are retained as long as needed to resolve enquiries or complaints;
Security-related records are kept only for the time necessary to protect property, staff, and customers;
Consent-based information is kept until you withdraw consent or it is no longer needed.

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

7. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorized access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, and regular review of our data handling practices. While no system is completely secure, we take reasonable steps to safeguard the information entrusted to us.

8. Your rights

Under data protection law, you have rights over your personal data. These rights may apply depending on the circumstances and legal basis for processing.

Right of access – you can ask for a copy of the personal data we hold about you;
Right to rectification – you can ask us to correct inaccurate or incomplete data;
Right to erasure – you can ask us to delete your data in certain situations;
Right to restriction – you can ask us to limit how we use your data in certain cases;
Right to data portability – you can ask for data you provided to us in a structured, commonly used format where applicable;
Right to object – you can object to processing based on legitimate interests, including direct marketing where applicable;
Right to withdraw consent – if processing is based on consent, you can withdraw it at any time.

Important: Some rights may not apply in all situations. For example, we may need to keep certain information to comply with legal obligations or to defend legal claims.

9. International transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place to protect your information in line with applicable law.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any updated version will apply from the date of publication. We encourage you to review this policy periodically.

11. Additional information

By using Cleaners N1 services, you acknowledge that we may need to process personal data to provide a reliable, safe, and efficient service. We aim to keep data handling minimal, proportionate, and respectful of your privacy. Your trust is important to us, and we are committed to using personal data responsibly.

Summary of core principles:

We collect only relevant and necessary information;
We process data on a clear lawful basis;
We keep data only as long as needed;
We use processors carefully and securely;
We respect and support your data protection rights.

This Privacy Policy applies to all Cleaners N1 customers in the area.