Privacy Policy - Brompton Cleaners

This Privacy Policy explains how Brompton Cleaners collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Brompton area and any surrounding area where our services are offered. It applies to all customers in area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Brompton Cleaners is a cleaning service provider that processes personal data to deliver bookings, manage services, communicate with customers, arrange access to properties, and maintain business records. For the purposes of data protection law, Brompton Cleaners acts as the data controller for the personal data described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for operating our services, meeting legal obligations, and improving customer experience. Depending on your relationship with us, we may collect the following categories of information:

• Identity data, such as your name, title, and where relevant, company name or job title.
• Contact data, including your address, email address, telephone number, and service location.
• Booking and service data, such as appointment dates, cleaning preferences, instructions, access notes, and service history.
• Payment data, including billing details and transaction records. We do not store full card details where payment is processed through a secure payment provider.
• Communication data, including emails, text messages, call notes, complaint records, and feedback.
• Technical data, where applicable, such as device information or basic website interaction data used to maintain and secure our systems.
• Special category data only where you voluntarily provide it and where it is necessary to protect health, safety, or service delivery, for example access needs or allergy-related instructions. We limit this to what is strictly needed.

We generally collect data directly from you when you make an enquiry, request a quote, book a service, communicate with us, or provide instructions related to a property. In some cases, we may also receive data from third parties acting on your behalf, such as landlords, managing agents, or business representatives.

3. How We Use Personal Data

We use personal data for the following purposes:

• to provide cleaning services and manage bookings;
• to communicate with you before, during, and after a service;
• to process payments, refunds, and invoices;
• to coordinate access to premises and service delivery;
• to respond to enquiries, complaints, and customer support requests;
• to maintain accurate business records and service histories;
• to comply with legal, tax, accounting, and insurance obligations;
• to protect our business, staff, customers, and property;
• to improve service quality and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Brompton Cleaners relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging services, confirming bookings, handling payments, and carrying out cleaning work.

Legal Obligation

We may process data to comply with legal requirements, including tax, accounting, record-keeping, consumer law, and regulatory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service quality monitoring, fraud prevention, security, and limited internal record management. We always consider whether the processing is proportionate and necessary.

Consent

In limited situations, we may rely on your consent, for example where you ask us to retain optional information or where specific communications require consent. You may withdraw consent at any time, but this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process personal data where necessary to protect someone’s life or physical safety, such as providing access-related instructions in an emergency.

5. Sharing and Processors

We may share personal data with trusted third parties, known as processors, who help us operate our business. These processors only act on our instructions and are required to keep data secure and confidential. Examples may include:

• payment service providers that process transactions securely;
• booking or scheduling software providers;
• IT and cloud storage providers used to host business systems;
• accountants or bookkeeping services supporting financial administration;
• communication service providers that help us send messages or manage correspondence;
• insurers, legal advisers, or dispute resolution services where necessary;
• subcontractors or staff members involved in service delivery, subject to confidentiality requirements.

We may also share data where required by law, court order, law enforcement request, or to protect our rights, safety, customers, or staff. We do not sell your personal data.

6. International Transfers

If any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protection. We take reasonable steps to ensure that your information remains protected to a standard consistent with UK data protection requirements.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in accordance with applicable legal and business requirements. Retention periods depend on the type of data and the reason for processing.

• Customer and booking records are generally retained for the duration of the service relationship and for a reasonable period afterward for administration and dispute handling.
• Financial and tax records are kept for the period required by law, typically up to six years or longer where necessary.
• Communication and complaint records may be retained for a reasonable period to manage queries, improve service, and defend legal claims.
• Consent-based data is kept only while consent remains valid or until it is no longer needed.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Your Rights

Depending on the circumstances and the legal basis used, you have the following rights in relation to your personal data:

• Right of access - you may request a copy of the personal data we hold about you.
• Right to rectification - you may ask us to correct inaccurate or incomplete data.
• Right to erasure - you may ask us to delete your data in certain situations.
• Right to restriction - you may request limited use of your data in specific cases.
• Right to object - you may object to processing based on legitimate interests.
• Right to data portability - you may request certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
• Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

We may need to verify your identity before responding to any request. Some rights may be limited where processing is necessary for legal obligations, public interest, or the establishment, exercise, or defence of legal claims.

9. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality commitments, and restricted handling of sensitive information. While no system is completely secure, we take reasonable and proportionate steps to reduce risk.

10. Data Minimisation and Accuracy

We aim to collect only the data that is necessary and keep it accurate and up to date. You can help us do this by notifying us when your details change. If we discover that information is inaccurate, we will correct or update it promptly where appropriate.

11. Children’s Data

Our cleaning services are not directed to children, and we do not knowingly collect personal data from children except where it is incidental and necessary in a household or service context. If we become aware that we have collected child-related personal data without a valid reason, we will take steps to delete it where appropriate.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply to all customers in area from the date it is made effective. We encourage you to review this policy periodically so you remain informed about how your data is used.

In summary, Brompton Cleaners processes personal data only where it has a lawful basis, keeps it only for as long as necessary, uses trusted processors under contract, and respects your rights under data protection law. If you are a customer in area, this policy applies to you whenever you use our services.