Privacy Policy - Chelsea Cleaners

Last updated: This Privacy Policy explains how Chelsea Cleaners collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in our area. It applies to all Chelsea Cleaners customers in area and should be read together with any service terms or booking information we provide.

1. Introduction

Chelsea Cleaners is committed to handling personal data in a lawful, fair, and transparent manner. We respect the privacy of our customers, household members, visitors, and any other individuals whose data we may process while delivering our services. This Privacy Policy describes what data we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and the rights available to you under applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

2. Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, communicating with customers, and meeting legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details such as booking preferences, cleaning instructions, access notes, and the nature of the service requested.
Billing and payment information such as invoicing details, payment status, and transaction references. We do not intentionally store full payment card details where a secure payment provider is used.
Communication records including emails, messages, notes relating to complaints, feedback, cancellations, or changes to appointments.
Property and access information where needed to perform the service safely and effectively, for example door codes or alarm instructions, if you choose to share them.
Technical information if you interact with digital systems we use, such as device identifiers or basic usage logs, where applicable.

We may also process limited special category data if you voluntarily provide it and it is strictly necessary to support your service, for example information about allergies, mobility needs, or access arrangements. We ask that you do not share sensitive information unless it is relevant and necessary.

3. How We Collect Data

We collect personal data directly from you when you make an enquiry, book a service, provide cleaning instructions, make a payment, or communicate with us. In some cases, we may receive data from third parties, such as a property manager, landlord, tenant, or family member, where they are authorised to act on your behalf or where this is necessary to deliver the service.

We may also collect data from our own records created during service delivery, including notes made by staff about completed work, scheduling, and customer preferences. We do not collect more information than is reasonably required for the purpose of providing cleaning services.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following:

Contract: to enter into and perform a service agreement with you, including taking bookings, delivering cleaning services, and processing related payments.
Legitimate interests: to manage our business efficiently, maintain service records, improve service quality, prevent fraud, handle complaints, and protect our staff and customers, provided these interests do not override your rights and freedoms.
Legal obligation: to comply with tax, accounting, insurance, health and safety, and other regulatory requirements.
Consent: where required, for example if we process optional sensitive information or use certain marketing activities not covered by another lawful basis. You may withdraw consent at any time where processing is based on consent.

Important: If you do not provide certain information, we may be unable to offer or complete some services safely and effectively.

5. How We Use Your Data

We use personal data to:

confirm and manage bookings;
deliver cleaning services to the required standard;
communicate updates, changes, or service-related issues;
issue invoices and manage payments;
maintain service records and customer preferences;
respond to complaints or queries;
meet legal, accounting, and insurance obligations;
protect our business, staff, and customers from misuse or unsafe practices.

We will only use your personal data for the purposes described in this policy or for compatible purposes permitted by law. We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods vary depending on the type of data and the purpose for processing.

Typical retention periods

Customer account and booking records: kept for the duration of the relationship and for a reasonable period afterwards.
Invoices, payment records, and tax documents: kept for the period required by law and accounting rules.
Complaints and correspondence: kept for as long as needed to resolve the issue and retain evidence of our handling.
Special instructions or access notes: kept only while relevant to ongoing services, then deleted or archived where appropriate.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise irreversibly remove it from our systems and records.

7. Processors and Third Parties

We may use trusted third-party service providers, also known as processors, to help us operate our business. These providers may process personal data only on our instructions and are required to protect it appropriately. Examples may include:

booking or scheduling software providers;
payment processing providers;
accounting and invoicing systems;
email, messaging, or document storage services;
IT support and security providers;
professional advisers such as accountants, insurers, or legal advisers.

We may also disclose personal data where required by law, to enforce our rights, or to protect the safety of our staff, customers, or property. If personal data is transferred outside the UK or EEA, we will ensure appropriate safeguards are in place to protect it.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data-handling practices. However, no system can be guaranteed completely secure, and we encourage customers to share only information that is necessary for service delivery.

9. Your Rights

Depending on your location and the circumstances of processing, you may have the following rights under data protection law:

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 situations.
Right to restriction – to ask us to limit processing in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data where processing is based on consent or contract and carried out by automated means.
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 relevant supervisory authority if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can address them promptly.

10. Children’s Data

Our services are intended for adult customers or adults acting on behalf of a household. We do not knowingly collect personal data from children unless it is necessary for service delivery and provided by a parent, guardian, or authorised adult. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will replace the previous one once it takes effect. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitments

Chelsea Cleaners is committed to processing personal data responsibly, transparently, and only for legitimate purposes connected to our services. We collect only what we need, use it on a lawful basis, keep it for no longer than necessary, and limit access to trusted processors and authorised persons. Your privacy matters to us, and we aim to ensure that all customers in our area can use our services with confidence and trust.