Privacy Policy - Deep Cleaning Barnes

This Privacy Policy explains how Deep Cleaning Barnes collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Barnes customers in the area, including prospective customers, current customers, and individuals who communicate with us about our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read alongside any service terms that apply to our cleaning services.

1. Who We Are

Deep Cleaning Barnes provides professional cleaning services to homes and businesses. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and use for our own business purposes. This means we decide why and how your personal information is processed. We take privacy seriously and aim to keep all data accurate, secure, and used only when necessary.

2. Personal Data We Collect

We collect only the information needed to provide, manage, and improve our services. Depending on your interaction with us, we may collect the following categories of personal data:

• Identity information such as your name and title.
• Contact details such as email address, telephone number, and service address.
• Service information such as booking details, cleaning preferences, access instructions, and notes relevant to service delivery.
• Billing and payment information such as invoice details and payment status.
• Communication records such as messages, feedback, complaints, and correspondence.
• Technical data such as website or device information if you interact with our online systems, where applicable.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless another lawful condition applies. If such information is shared with us, we will handle it with additional care and only for a legitimate purpose.

3. How We Collect Your Data

We may collect personal data directly from you when you make an enquiry, request a quote, book a service, provide instructions, make a payment, or contact us with feedback. We may also collect data indirectly through third parties where needed to manage bookings, payments, or service delivery, or where you have authorised another person to act on your behalf.

In some cases, we may receive information from publicly available sources or from service partners who help us run our business. Wherever possible, we ensure that any third party providing data to us has the right to do so and that use of the data is lawful.

4. Why We Use Your Personal Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotations.
• To arrange and deliver cleaning services.
• To manage customer accounts, preferences, and bookings.
• To process payments, refunds, and invoices.
• To communicate service updates, schedule changes, and administrative information.
• To handle complaints, feedback, and service improvements.
• To meet legal, tax, accounting, and regulatory obligations.
• To protect our business, staff, and customers from fraud, misuse, or security risks.

We will only use your data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and the law allows that use.

5. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, we rely on one or more of the following legal bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, managing service arrangements, and issuing invoices.

Legitimate Interests

We may process data where it is in our legitimate interests to run and improve our business, provided your rights and freedoms do not override those interests. This may include business administration, customer communication, record keeping, service quality management, and fraud prevention.

Legal Obligation

We may need to process and retain certain records to comply with tax law, accounting requirements, health and safety rules, and other legal duties.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or processing activities. When consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

6. How We Share Personal Data

We do not sell your personal data. We may share it only when necessary and appropriate for the purposes described in this policy. Data may be shared with:

• Service providers and processors who support our business operations.
• Payment processors that handle payment transactions securely.
• Accounting or bookkeeping providers assisting with financial administration.
• IT and cloud storage providers that host or support our systems.
• Professional advisers such as legal or financial advisers where required.
• Public authorities or regulators where required by law.

Where a third party processes data on our behalf, they act as a processor and may only use the data under our instructions. We require processors to implement appropriate security measures and to process personal data lawfully and confidentially.

7. Data Retention

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

• Customer and service records are generally kept for the duration of the relationship and for a reasonable period afterwards.
• Invoices and tax-related records are kept for the period required by law.
• Communication records may be kept for as long as needed to resolve queries or demonstrate service history.
• Marketing-related data, where applicable and based on consent or legitimate interests, is kept until you opt out or it is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data Security

We use 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 storage, staff confidentiality obligations, and regular review of data handling practices. While no system is completely secure, we aim to maintain a level of protection appropriate to the risks involved.

9. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place, such as adequacy regulations or standard contractual protections, to provide an appropriate level of protection for your information.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions:

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

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns so that we can address them promptly and fairly.

11. Third-Party Processors

We may use third-party processors to support our services and operations. These processors may include providers of scheduling tools, payment systems, email services, accounting software, document storage, and IT support. They are selected carefully and are only permitted to process personal data on our behalf for specific purposes. We take steps to ensure that such processors provide sufficient guarantees regarding security, confidentiality, and compliance with data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of Our Commitment

Deep Cleaning Barnes is committed to respecting privacy and handling personal data responsibly. We collect only what we need, use it fairly and lawfully, retain it for appropriate periods, and share it only with trusted processors or where the law requires. Your privacy matters to us, and we aim to ensure that all personal data is treated with care, transparency, and accountability.