Privacy Policy - Fulham Cleaners

This Privacy Policy explains how Fulham Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Fulham Cleaners customers in the area, including anyone who requests, receives, or enquires about our cleaning services. We are committed to handling personal information in a fair, lawful, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Fulham Cleaners provides domestic and commercial cleaning services to customers in the local area. In order to deliver our services effectively, we may need to process personal data about customers, property occupants, and authorised representatives. We only collect the information necessary to provide and manage our services, respond to enquiries, fulfil contractual obligations, and comply with legal requirements.

2. Personal Data We Collect

We may collect and process the following categories of information:

Identity details such as name, title, and any relevant business name.
Contact details such as address, email address, and telephone number.
Service details such as cleaning preferences, access instructions, appointment history, and service notes.
Payment information such as billing details and transaction records. We do not store unnecessary payment data beyond what is required for processing and accounting.
Communication records such as messages, complaints, feedback, and service-related correspondence.
Technical information where relevant, such as limited device or usage data obtained through our systems for security and service administration.

We generally do not collect special category data unless it is provided by you voluntarily and is necessary for a specific reason, such as to accommodate access or safety needs. Where such data is involved, we apply additional safeguards and only process it when permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, deliver, and manage cleaning services.
To record service preferences and access arrangements.
To invoice customers, process payments, and maintain financial records.
To handle complaints, service issues, and customer support requests.
To maintain internal records, improve service quality, and support training.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property against fraud, misuse, or unlawful activity.

We only use personal data in ways that are relevant, necessary, and proportionate to the purpose for which it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Fulham Cleaners relies on the following lawful bases depending on the situation:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging services, managing bookings, invoicing, and fulfilling customer requests.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include maintaining service records, improving operations, preventing fraud, and managing customer communications. We always assess these interests carefully and limit processing to what is necessary.

Legal Obligation

We process certain data to comply with legal obligations, such as tax laws, accounting requirements, insurance duties, and responding to lawful requests from authorities.

Consent

Where we rely on consent, we will make this clear at the point of collection. You can withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and service records are typically kept for the duration of the service relationship and for a reasonable period afterwards.
Financial records are retained for the period required by law for tax and accounting purposes.
Communications and complaints may be retained for as long as needed to resolve issues and demonstrate compliance.
Security-related data is retained only for as long as necessary to protect our services and investigate incidents.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

6. Data Processors and Sharing

We may use trusted third-party service providers to help us operate our business. These parties act as processors and only process personal data on our instructions and for specified purposes. Examples may include:

Payment processing providers.
Accounting and bookkeeping services.
IT and system support providers.
Scheduling or administrative software providers.
Professional advisers such as accountants or insurers, where necessary.

We do not sell personal data. We only share data when necessary for service delivery, legal compliance, business administration, or the protection of legitimate business interests. Any third party engaged by us is required to handle personal data securely and in accordance with data protection law.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures are intended to reflect the nature of the data we process and the risks involved. Access to personal data is restricted to authorised persons who need it for legitimate business purposes.

Although no system can be guaranteed to be completely secure, we are committed to maintaining reasonable and proportionate safeguards and reviewing them as needed.

8. Your Rights

As a data subject, you have a number of rights under data protection law. These may include:

The right to be informed about how your data is used.
The right of access to obtain a copy of your personal data.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances.
The right to restrict processing in certain circumstances.
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 relating to automated decision-making, where applicable.

If you exercise any of these rights, we may need to verify your identity before responding. Some rights may not apply in all circumstances, and legal exemptions may limit what we can do in response to a request.

9. Marketing Communications

If we send you service updates or promotional messages, we will do so in accordance with applicable law. Where consent is required, we will obtain it before sending marketing communications. You may opt out of non-essential communications at any time. This will not affect messages that are necessary for service delivery, billing, or legal compliance.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place. This may include using countries with adequacy regulations or implementing contractual protections designed to preserve your rights and maintain a level of protection consistent with UK data protection law.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s service request and is provided by an authorised adult. If we become aware that we have collected information unlawfully from a child, we will take appropriate steps to delete it.

12. 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. When we do, we will revise the policy and apply the updated version from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

13. Summary of Our Commitment

Fulham Cleaners is committed to using personal data responsibly, lawfully, and with respect for customer privacy. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and protect it with appropriate security measures. We also recognise and respect the rights of our customers under data protection law.

By using Fulham Cleaners services in the area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.