Deep Cleaning Surrey Privacy Policy

This Privacy Policy explains how Deep Cleaning Surrey collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, making an enquiry or otherwise providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Deep Cleaning Surrey customers and prospective customers within our operational area, including individuals who contact us to request a quote, make a booking, or otherwise engage with our cleaning services. It covers personal data collected online, by telephone, in writing and in person.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details such as your full name, residential or business address, billing address, and other contact details you choose to provide, for example a communication channel you prefer to use.

Service and booking information such as the property type, size and access details, preferred dates and times for cleaning, details of the services you request, special instructions you provide, and records of past and upcoming appointments.

Payment and transaction information such as details necessary to process your payments and records of invoices, amounts paid, outstanding balances and refunds. We do not store full payment card details; where card payments are used, these are typically processed by third party payment service providers acting as data processors on our behalf.

Communication records such as enquiries, quotes, feedback, complaints and other correspondence between you and Deep Cleaning Surrey, including notes made by our team in the course of handling your request or providing our services.

Technical and usage data where you interact with our online presence, which may include device information, basic log information and similar data necessary to operate and secure our online services. We only collect such data to the extent it is strictly necessary for the functioning and security of our website and related systems.

Lawful basis for processing your personal data

Deep Cleaning Surrey processes personal data only where we have a lawful basis under the UK GDPR. Depending on the specific processing activity, we may rely on one or more of the following legal grounds:

Contractual necessity. We process personal data where it is necessary to take steps at your request before entering into a contract, and to perform the contract for cleaning services to which you are a party. This includes handling enquiries, preparing quotes, managing bookings, providing the cleaning services and handling billing and payments.

Legal obligation. We process certain personal data where this is necessary for compliance with legal obligations to which we are subject, for example tax, accounting and record keeping obligations, as well as responding to lawful requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. Legitimate interests include operating and improving our cleaning business, ensuring the safety and security of our staff and customers, handling enquiries efficiently, preventing fraud and misuse of our services, and pursuing or defending legal claims.

Consent. In limited circumstances we may rely on your consent, for example where required to send you direct marketing communications that you have opted in to receive. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing that took place before the withdrawal.

How we use your personal data

We use the personal data described above for the following purposes:

To respond to enquiries and provide quotes for our cleaning services.

To set up, manage and fulfil bookings for deep cleaning and related services at your property.

To communicate with you about your appointments, including confirmations, reminders, rescheduling and follow-up messages.

To process payments, issue invoices and manage any refunds or adjustments.

To manage our customer relationship with you, including handling feedback, complaints and service queries.

To maintain accurate business records and comply with our legal and regulatory obligations.

To improve our services, internal processes and customer experience, including training and quality assurance.

To protect our business, customers and staff, for example in relation to fraud prevention, security and the establishment or defence of legal claims.

Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where we have an appropriate lawful basis. These third parties typically act as data processors on our behalf and are contractually obliged to handle your data securely and only in accordance with our instructions.

Such processors may include:

Payment service providers who process payments and handle card transactions on our behalf.

IT and system support providers who host or maintain our digital systems, including booking tools and communication platforms.

Accountants and professional advisers who support our financial, legal and regulatory obligations.

Service partners who assist us in delivering cleaning services, where strictly necessary to fulfil your booking and only to the extent required for that purpose.

We may also disclose personal data where required by law, regulation or court order, or where necessary to establish, exercise or defend legal claims.

Where our processors are located or store data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in line with applicable data protection laws.

Data retention

Deep Cleaning Surrey retains personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting or reporting obligations. Retention periods may vary depending on the type of data and the context of our interactions with you.

In general, we keep core customer records, booking information and related communication for a period that enables us to provide ongoing services, handle any complaints or disputes, and comply with applicable legal requirements. Payment and invoicing records are typically retained for the duration required by tax and accounting laws.

When personal data is no longer needed for these purposes, we will either delete it securely or anonymise it so that it can no longer be linked to you.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to staff and service providers who require it for legitimate business purposes, ensuring that they are subject to confidentiality obligations and providing them with appropriate training.

Your data protection rights

Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:

Right of access. You have the right to request confirmation of whether we process your personal data and, where we do, to receive a copy of that data along with information about how it is used.

Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing. You have the right in certain cases to request that we restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.

Right to object. You may object to processing of your personal data carried out on the basis of our legitimate interests, including profiling based on those interests. We will stop the processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where the processing is required for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format or transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing before the withdrawal.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any revised version will apply to all personal data held by Deep Cleaning Surrey at the time of the update. You are encouraged to review this Policy periodically to stay informed about how we protect your information.