Privacy Policy - Fulham Cleaner

This Privacy Policy explains how Fulham Cleaner collects, uses, stores, shares, and protects personal data. It applies to all Fulham Cleaner customers in the area, including individuals who enquire about services, receive quotations, book appointments, or otherwise interact with us. 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. Who We Are

For the purposes of data protection law, Fulham Cleaner is the data controller for the personal data described in this policy. This means we decide how and why your personal data is processed in connection with the cleaning services we provide. We take privacy seriously and aim to collect only the information needed to deliver and manage our services properly.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as your address, telephone number, and email address.
Service information including property access notes, cleaning preferences, instructions, appointment history, and service feedback.
Billing and payment data such as invoicing details and transaction records.
Communication records including messages, complaints, and correspondence related to bookings or service delivery.
Technical data where relevant, such as limited information from online forms or device interactions used to manage requests.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, for example where access arrangements or health-related information are shared to support safe service delivery. Where this occurs, it will be handled with additional care and only processed where permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings.
To respond to enquiries and prepare quotations.
To arrange access, schedule visits, and coordinate service delivery.
To process payments, issue invoices, and maintain financial records.
To communicate about changes, service issues, or customer support matters.
To improve our operations, record service history, and maintain quality standards.
To comply with legal, accounting, tax, and regulatory obligations.

We only use your data where we have a valid legal basis to do so and where the use is necessary for the intended purpose.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, cleaning appointments, and payment arrangements.

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 maintaining service records, improving customer service, preventing fraud, and handling internal administration. We only rely on this basis after considering the impact on your privacy.

Legal Obligation

We may process personal data where necessary to meet legal or regulatory requirements, such as tax, accounting, record-keeping, or safeguarding obligations.

Consent

In limited situations, we may rely on your consent, for example where you provide information that is not required for the service but helps us make arrangements safely or efficiently. Where consent is used, you may withdraw it at any time.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These parties act as processors or, in some cases, independent controllers. We only share the minimum information required and only when a lawful basis exists.

Examples of processors may include:

Payment service providers for handling transactions.
Accounting and bookkeeping providers for financial administration.
IT, cloud storage, and system support providers for data hosting and secure record management.
Communication and scheduling tools used to manage appointments and service updates.

We may also disclose data where required by law, court order, or regulatory authority. If a business transfer or restructuring occurs, personal data may be transferred as part of that process, subject to appropriate safeguards.

6. Data Processors

Where we use processors, they are required to act only on our instructions and to implement appropriate technical and organisational measures to protect personal data. We aim to work only with processors who provide sufficient guarantees regarding security, confidentiality, and compliance with data protection law. Processors may only use your data for the specific tasks we instruct them to carry out.

We remain responsible for ensuring that any processor we use handles personal data appropriately. Contracts with processors include confidentiality obligations and data protection requirements consistent with GDPR standards.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the context in which it was obtained.

Customer and service records are generally retained for the duration of the business relationship and for a reasonable period afterwards to handle follow-up matters, disputes, or rebookings.
Financial records are retained for the period required by tax and accounting law.
Correspondence and complaints may be retained for as long as needed to resolve the issue and demonstrate proper handling.

When data is no longer needed, we will securely delete, destroy, or anonymise it.

8. Data Security

We use appropriate safeguards to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These safeguards may include access controls, secure storage, limited access on a need-to-know basis, and careful supplier selection. While no system can be guaranteed completely secure, we take reasonable steps to reduce risk and protect the information we hold.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, often called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

You may also withdraw consent at any time where consent is the basis for processing. Exercising a right will not usually affect the lawfulness of processing carried out before your request was made.

10. International Transfers

In some cases, service providers may store or process data outside the UK. Where this happens, we will ensure appropriate safeguards are in place to protect your information in line with applicable data protection requirements.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it becomes effective. We encourage you to review this policy periodically so you remain informed about how your data is handled.

12. Complaints

If you have concerns about how your personal data is handled, you have the right to raise them with the relevant data protection authority. You may also contact us directly to discuss any privacy issue or request. We will aim to respond promptly and fairly.

13. Summary of Key Points

Fulham Cleaner collects only the data needed to provide and manage cleaning services.
We use lawful bases including contract, legitimate interests, legal obligation, and consent where appropriate.
We retain data only as long as necessary and then delete or anonymise it securely.
We may share data with carefully selected processors under strict contractual controls.
You have rights over your personal data, including access, correction, deletion, objection, and restriction.

This policy is designed to be clear, transparent, and compliant with GDPR principles. It applies to all Fulham Cleaner customers in the area and reflects our commitment to responsible data handling.