Privacy Policy - Shepherds Bush Cleaners

Shepherds Bush Cleaners is committed to protecting personal data and respecting privacy. This Privacy Policy explains how we collect, use, store, share, and protect information relating to all Shepherds Bush Cleaners customers in area. It applies whenever you use our services, make an enquiry, book a cleaning appointment, receive a service, or otherwise interact with us.

This policy is written to be clear, lawful, and transparent. It describes the types of data we collect, the purposes for which we use it, the legal bases under the UK GDPR, how long we keep it, which processors may handle it on our behalf, and the rights available to you as a data subject.

1. Information We Collect

We only collect personal data that is relevant to delivering and managing our services. Depending on how you interact with us, we may collect the following categories:

Identity details such as your name.
Contact details such as your phone number, email address, and service address.
Booking and service information including appointment preferences, service instructions, access notes, and service history.
Payment-related information where needed to process transactions or confirm payments. We do not store card security details unless required by a secure payment provider.
Communication records including messages, complaints, feedback, and service updates.
Technical and usage data where applicable, such as basic device or browser information used to maintain security and improve our systems.

We may also receive information from third parties where necessary to complete a booking or deliver a service, for example from a property manager, household member, or authorised representative.

2. How We Use Your Data

We use personal data for legitimate service and business purposes, including:

to take and manage bookings;
to provide cleaning services at the requested location;
to communicate about appointments, changes, or service updates;
to issue invoices, process payments, and manage account records;
to respond to enquiries, complaints, or requests;
to improve service quality and customer experience;
to maintain business records and comply with legal obligations;
to protect against fraud, misuse, or security incidents.

We do not use your data for unrelated purposes without first ensuring that a valid lawful basis exists.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The lawful bases we rely on may include:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, and handling payment administration.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. Examples include service improvement, record keeping, fraud prevention, and internal administration.

Legal Obligation

We may process and retain certain data to comply with legal or regulatory requirements, including tax, accounting, and business record obligations.

Consent

Where required, we will rely on your consent. If consent is used as the basis for processing, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, reporting, or dispute-resolution requirements.

Retention periods depend on the type of information and the reason for processing. For example:

Booking and service records are retained for a period necessary to manage the customer relationship and support service history.
Financial and invoicing records are retained for the period required by applicable tax and accounting laws.
Communication records may be retained for a reasonable period to resolve issues and maintain a record of service matters.

When data is no longer required, we securely delete, anonymise, or archive it in a controlled manner.

5. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to implement appropriate security measures.

Typical processors may include:

Payment processors used to handle secure payment transactions;
Booking or scheduling systems used to manage appointments and service records;
IT and cloud storage providers used to store and protect business data;
Communication tools used to send service-related messages;
Professional advisers such as accountants or legal advisers where necessary for compliance or support.

We may also disclose data if required by law, to a regulator, or in connection with legal claims, fraud prevention, or safeguarding our business and customers.

We do not sell your personal data.

6. Data Security

We take reasonable technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, staff confidentiality expectations, and review of processor security arrangements.

While we work to protect your information, no method of transmission or storage is completely risk-free. If a personal data breach occurs, we will respond in line with applicable legal requirements.

7. Your Rights

Subject to conditions and exemptions under data protection law, you have the following rights regarding your personal data:

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 in certain circumstances, also known as the right to be forgotten;
Right to restriction to limit how we process your data in certain cases;
Right to object to processing based on legitimate interests, and to direct marketing where applicable;
Right to data portability where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent where consent is the lawful basis;
Right to complain to the UK Information Commissioner’s Office if you believe your data has been mishandled.

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

8. Children’s Data

Our services are intended for adult customers and household service arrangements. We do not knowingly collect personal data from children except where it is incidental to delivering a service at a household and is necessary for safety or operational reasons. If we become aware that we have collected children’s data inappropriately, we will take steps to delete it where appropriate.

9. International Transfers

Where processors or systems involve data being transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to keep the data protected to the required standard.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or the way we operate. The most current version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Privacy Commitments

Shepherds Bush Cleaners only collects personal data needed to provide cleaning services, manage bookings, process payments, and meet legal responsibilities. We process data using lawful bases including contract, legitimate interests, legal obligation, and consent where required. We retain data only for as long as necessary, use trusted processors under strict instructions, and respect your rights under the UK GDPR. This policy applies to all Shepherds Bush Cleaners customers in area and reflects our commitment to lawful, fair, and transparent processing.