Privacy Policy - Deep Cleaning Surrey

This Privacy Policy explains how Deep Cleaning Surrey collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Deep Cleaning Surrey customers in the area, including prospective clients, current clients, and anyone who contacts us about our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Deep Cleaning Surrey is a cleaning service provider offering domestic and commercial deep cleaning services. In the context of this policy, Deep Cleaning Surrey is the data controller for the personal data we collect and determine how and why it is processed. This means we are responsible for deciding the purposes and methods of processing your information and for ensuring that your rights are respected.

2. Personal Data We Collect

We only collect personal data that is necessary to deliver our services, manage bookings, respond to enquiries, and comply with 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
Booking details including preferred dates, service type, property information, and cleaning requirements
Payment information where required to process invoices or payments
Communication records including emails, messages, or notes from calls
Service history such as previous bookings, preferences, and feedback
Technical information if you interact with our digital services, including limited device and usage data

We do not intentionally collect special category data unless it is necessary and you provide it voluntarily in connection with a service request. Special category data may include information about health, access needs, or other sensitive matters relevant to service delivery. If such information is provided, we will process it with additional care and only where legally permitted.

3. How We Use Your Data

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

Managing enquiries and providing quotations
Scheduling, confirming, and delivering cleaning services
Processing payments and issuing invoices
Responding to complaints, service issues, or follow-up requests
Keeping internal records and improving service quality
Meeting legal, tax, accounting, and regulatory obligations
Protecting against fraud, misuse, and security risks

We process personal data only for the purpose for which it was collected, unless we reasonably believe another lawful and compatible purpose applies.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Deep Cleaning Surrey relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes booking services, managing appointments, and completing cleaning work requested by you.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including accounting, tax, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving our services, handling customer communications, preventing fraud, and maintaining business records.

Consent

In limited cases, we may rely on your consent, particularly where processing is not necessary for contract performance or another lawful basis. If we rely on consent, you may withdraw it at any time. This will not affect processing already carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to provide services, operate our business, or comply with legal requirements. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

Payment processors that handle card or transfer transactions
Accounting providers that help manage financial records
IT and cloud storage providers that support data hosting, backup, and security
Communication service providers that help us send emails or messages
Operational contractors who assist in delivering services under our instructions

Where processors handle personal data on our behalf, they are required to follow our instructions and implement appropriate technical and organisational security measures. They are not permitted to use your data for their own independent purposes.

We may also disclose information where required by law, regulation, court order, or to protect our rights, customers, staff, or property. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, business administration, and compliance with legal obligations. Retention periods depend on the type of information and why it is held.

Customer records are generally retained for the duration of the service relationship and for a reasonable period afterwards
Financial and tax records are retained for the period required by law
Communication records may be kept for as long as needed to resolve queries or maintain business evidence
Consent-based data is kept only until consent is withdrawn or the relevant purpose ends

When personal data is no longer required, we will securely delete, anonymise, or destroy it in a safe and appropriate manner.

7. Data Security

We take appropriate security measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure storage, password protection, staff confidentiality obligations, and regular review of data handling practices.

Although we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs and we are required to do so by law, we will take appropriate action and notify the relevant authorities and affected individuals where necessary.

8. Your Rights

As a data subject under UK GDPR, you have rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis for processing. They 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 your data in certain circumstances
Right to restrict processing – to ask us to limit how we use your data
Right to data portability – to request transfer of certain data to you or another provider
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns about how we handle your data. If you believe your data has been mishandled, you may raise a complaint with the relevant supervisory authority in the UK.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children without appropriate authority or necessity connected to a service arrangement. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will take effect when published and will apply to ongoing and future processing activities. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Summary of Our Commitments

Deep Cleaning Surrey is committed to processing personal data lawfully, transparently, and securely. We collect only what is needed, use it for clearly defined purposes, retain it for no longer than necessary, and share it only with trusted processors or when required by law. We also respect your rights and aim to make sure all customers in the area receive a service that protects privacy as a core part of our operations.

By using our services, making an enquiry, or otherwise providing personal data to Deep Cleaning Surrey, you acknowledge that this Privacy Policy applies to you.

This policy applies to all Deep Cleaning Surrey customers in the area.