Privacy Policy - Cleaners E3

Cleaners E3 is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in a way that is consistent with the UK GDPR and the Data Protection Act 2018. It applies to all Cleaners E3 customers in area, whether you use our services as a one-time customer or on an ongoing basis.

1. Who We Are

Cleaners E3 provides cleaning services to residential and commercial customers in the local area. For the purposes of data protection law, Cleaners E3 acts as the data controller for the personal information we collect and use in connection with our services. This means we decide why and how your data is processed.

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 types of information we may collect include:

Identity details such as your name and title;
Contact details such as phone number, email address, and service address;
Service information such as booking details, preferences, cleaning instructions, and notes about access;
Payment-related information such as billing records and payment status;
Communication records such as messages, complaints, feedback, and service changes;
Technical information if you interact with us electronically, such as device or usage data where relevant;
Special category data only where strictly necessary and where you choose to provide it, for example access needs that may indirectly reveal health-related information.

We do not intentionally collect more personal data than needed. We also do not sell personal information.

3. How We Use Your Data

We use personal data for clear and legitimate business purposes. These may include:

Handling enquiries and quotes;
Scheduling and delivering cleaning services;
Managing bookings, cancellations, and changes;
Processing invoices and payments;
Keeping records of services provided;
Responding to complaints, feedback, or requests;
Maintaining security, quality, and service standards;
Complying with legal, tax, accounting, or regulatory obligations.

We may also use information to improve our services, but only in ways that do not override your rights and freedoms. Where possible, we use pseudonymised or aggregated information for internal analysis.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for using personal data. Cleaners E3 relies on the following bases, depending on the situation:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging cleaning appointments, providing the agreed service, and managing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights. Examples include service administration, quality control, customer communication, and record keeping.

Legal Obligation

We process certain information to comply with legal obligations, such as tax rules, accounting duties, and record retention requirements.

Consent

Where required, we will ask for your consent before processing specific information, especially for optional communications or any special category data that is not otherwise necessary. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary for service delivery, administration, or legal compliance. These third parties act as processors when they process data on our behalf, and they are only permitted to use it according to our instructions.

Processors may include:

Payment providers who handle payment transactions securely;
Booking or scheduling systems used to manage appointments;
IT and cloud service providers that store or support our business systems;
Communication service providers used to send messages or updates;
Professional advisers such as accountants, auditors, or legal advisers where needed;
Public authorities where disclosure is required by law.

We require processors to protect personal data using appropriate technical and organisational measures. When data is transferred outside the UK, we take steps to ensure an adequate level of protection is in place.

6. Data Retention

We keep personal data only for as long as necessary for the purposes it was collected for, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and the reason for processing.

Customer and booking records are typically kept for the duration of the service relationship and for a reasonable period afterwards;
Invoice and payment records are kept for the period required under tax and accounting laws;
Communications and complaints records may be kept to resolve disputes and maintain service history;
Consent-based records are kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, we securely delete or anonymise it. Our retention practices are designed to ensure that information is not held longer than necessary.

7. Data Security

We take the security of your personal information seriously. Appropriate measures are used to protect data against unauthorised access, loss, alteration, or disclosure. These may include access controls, secure storage, password protection, staff confidentiality obligations, and careful oversight of processor arrangements.

While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the sensitivity of the data we hold.

8. Your Rights Under GDPR

As a data subject, you have a number of rights in relation to your personal data. Subject to legal conditions, these may 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 data;
Right to erasure – to request deletion of data where there is no good reason for us to continue processing it;
Right to restrict processing – to ask us to limit how your data is used in certain circumstances;
Right to data portability – to receive certain data in a structured, commonly used format;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise a concern with the relevant data protection authority if you believe your rights have been infringed.

We will respond to valid requests within the time limits required by law and may need to verify your identity before acting on your request.

9. Children’s Data

Cleaners E3 services are generally intended for adults. 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 only to the extent required for that purpose. If we become aware that we have collected information inappropriately, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. When we make significant changes, we will take reasonable steps to bring them to your attention. The latest version will always govern how we process personal data.

11. Summary of Our Commitment

Cleaners E3 processes personal data fairly, lawfully, and transparently. We collect only what is needed, use it for clear purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal information with care, confidentiality, and accountability.

This Privacy Policy applies to all Cleaners E3 customers in area. By using our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable data protection laws.