Privacy Policy - Earlscourt Cleaner

This Privacy Policy explains how Earlscourt Cleaner collects, uses, shares, stores, and protects personal data in connection with the services it provides. It applies to all Earlscourt Cleaner customers in the area, including individuals who request cleaning services, household members, and representatives acting on a customer’s behalf. We are committed to handling personal data in a lawful, fair, and transparent way, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

Earlscourt Cleaner may collect personal data directly from customers, from communications related to bookings, and from service delivery records. The data we collect depends on the nature of the service requested and how a customer interacts with us.

Categories of data

Identity details such as name and title.
Contact information such as address, email address, and phone number.
Service and booking information such as cleaning preferences, service dates, special instructions, and property access notes.
Billing and payment records such as invoices, payment status, and transaction references.
Communication records such as messages about bookings, complaints, feedback, and service changes.
Technical data where relevant, such as device or browser information used in online enquiries, if applicable to service management.
Security and access information such as entry instructions or key-handling details, only where needed to perform the service.

We do not intentionally collect special category data unless it is provided by the customer and is necessary for a specific service arrangement. If a customer chooses to disclose such information, we will only process it where a lawful basis exists and additional safeguards are in place.

2. How We Use Personal Data

We use personal data only for purposes that are relevant to delivering and managing our services. These purposes include:

processing enquiries and arranging appointments;
providing cleaning services at the requested location;
managing customer accounts, records, and preferences;
issuing invoices, recording payments, and handling accounting duties;
responding to questions, complaints, or service requests;
maintaining safety, security, and service quality;
meeting legal, tax, and regulatory obligations;
protecting against fraud, misuse, or unauthorized access;
improving our service processes and operational efficiency.

We only use personal data where it is necessary, proportionate, and limited to the stated purpose. We will not use personal data in a way that is incompatible with the reasons it was originally collected.

3. Lawful Basis for Processing

Under data protection law, Earlscourt Cleaner must have a lawful basis for each processing activity. Depending on the situation, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with the customer. This includes taking bookings, providing cleaning services, processing payments, and managing service delivery.

Legal obligation

We may process data where required to comply with legal obligations, including tax, accounting, record-keeping, insurance, or safety requirements.

Legitimate interests

We may process personal data when it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual. This may include service administration, internal record-keeping, improving customer experience, and protecting against fraud or misuse.

Consent

Where consent is the appropriate lawful basis, we will seek it clearly and separately. For example, if we ever use optional marketing communications or collect information that is not required for service delivery, we will rely on consent where required. Customers may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

Earlscourt Cleaner may share personal data with selected third parties that assist in operating the business. These third parties act as processors or independent data controllers depending on the service they provide. We only share the minimum data necessary for the relevant task.

Types of processors and service providers

Payment service providers for processing card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and software providers that support secure record storage, scheduling, and business operations.
Communication service providers that assist with sending service-related messages.
Professional advisers such as insurers, auditors, or legal advisers, where necessary.

All processors are required to handle personal data securely, only on our instructions, and in compliance with data protection law. Where we use a processor, we put appropriate contractual safeguards in place. We do not sell personal data.

5. International Transfers

Where any service provider stores or accesses data outside the UK, we ensure that suitable safeguards are in place to protect personal data. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognized under applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, and dispute-resolution requirements. Retention periods depend on the type of data and the purpose of processing.

Typical retention approach

Customer and booking records are retained for the duration of the service relationship and for a reasonable period afterwards.
Invoice and payment records are retained for the period required by tax and accounting law.
Communications and complaints records are retained as long as needed to resolve issues and protect legal rights.
Security or access instructions are kept only while needed for the service and then removed or anonymized where appropriate.

When personal data is no longer required, it will be securely deleted, anonymized, or otherwise disposed of in a safe manner. Retention is reviewed regularly to ensure that data is not kept longer than necessary.

7. Data Security

We take appropriate technical and organizational measures to protect personal data against accidental loss, misuse, unauthorized access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and careful handling of records. While no system can be guaranteed to be completely secure, we continuously work to maintain a level of protection that is appropriate to the risk.

8. Your Rights

Customers have rights under data protection law. These rights may apply depending on the circumstances and the legal basis used for processing.

Rights available to you

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to correct inaccurate or incomplete data.
Right to erasure – to request deletion of data in certain situations.
Right to restriction – to ask us to limit how data is used in certain circumstances.
Right to object – to object to processing based on legitimate interests in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to raise concerns about how your data is handled. If you believe we have not complied with data protection law, you may seek assistance from the relevant supervisory authority. These rights are not absolute; they may be limited by legal obligations or legitimate grounds for retaining or processing data.

9. Children’s Data

Earlscourt Cleaner does not target services at children. We do not knowingly collect personal data from children unless it is incidental to the provision of services requested by an adult customer and is necessary for practical household arrangements. Where such information is processed, it is handled with care and only where a lawful basis exists.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any changes will apply from the date they take effect. We encourage customers to review this policy periodically so they remain aware of how their personal data is handled.

11. Summary of Our Commitment

Earlscourt Cleaner is committed to respecting privacy and protecting personal data. We collect only what we need, use it for clear and lawful purposes, share it only with trusted processors where necessary, and keep it only as long as required. We aim to ensure that all customers in the area can rely on a service that is both professional and privacy-conscious.

This policy applies to all Earlscourt Cleaner customers in area.