Privacy Policy - Haringey Cleaners

This Privacy Policy explains how Haringey Cleaners collects, uses, shares, stores, and protects personal data for all customers in the Haringey area. It applies to every customer who uses our cleaning services, requests a quotation, makes an enquiry, or otherwise interacts with us in connection with our services. We are committed to handling personal data fairly, lawfully, and transparently in line with the UK GDPR and the Data Protection Act 2018.

We respect your privacy and only process personal data where we have a valid legal reason to do so. This policy sets out what information we collect, why we collect it, how long we keep it, and what rights you have over your data.

1. Who this policy applies to

This policy applies to all Haringey Cleaners customers in the area, including private households, landlords, tenants, letting agents, and business clients who use our cleaning services. It also applies to individuals who contact us for information, request a quote, book a service, or communicate with us by any means.

By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Personal data we collect

We collect only the information that is necessary to provide our services, manage bookings, fulfil contractual obligations, comply with the law, and improve our operations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of an account holder or property contact.
Contact details such as address, telephone number, and email address.
Service information such as cleaning preferences, property access instructions, appointment dates, notes about requested tasks, and special service requirements.
Billing and payment details such as invoice history, payment status, and transaction records.
Communication records such as messages, complaints, feedback, and customer service correspondence.
Technical information if you interact with our online systems, including basic device and usage data where needed for security or performance.

We do not intentionally collect special category data unless it is strictly necessary and lawful, such as where a customer voluntarily provides relevant information to help us carry out a service safely. In such cases, we will apply appropriate safeguards.

3. How we use your data

Haringey Cleaners uses personal data for the following purposes:

To provide quotations, confirm bookings, and deliver cleaning services.
To communicate about appointments, service changes, and customer requests.
To issue invoices, process payments, and keep financial records.
To maintain service quality, handle complaints, and resolve disputes.
To comply with legal, regulatory, accounting, and tax obligations.
To protect our business, staff, and customers from fraud, misuse, or security risks.
To improve our services and maintain internal records.

We will only use personal data for the purpose it was collected unless we reasonably need to use it for a compatible purpose allowed by law.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis for each activity involving personal data. Depending on the context, Haringey Cleaners may process your data on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, sending invoices, and handling service-related communications.

Legal obligation

We may process data where required to comply with the law, including tax, accounting, insurance, and record-keeping duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. This may include service administration, fraud prevention, customer support, and internal business improvement.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Retention of personal data

We keep personal data only for as long as it is needed for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the nature of the data and the reason for processing.

Service and booking records are generally retained for the duration of our customer relationship and for a reasonable period afterwards for administration and dispute resolution.
Invoice, payment, and tax records are retained for the period required by accounting and tax laws.
Complaints and correspondence may be retained for as long as necessary to address the issue and maintain evidence of how it was resolved.
Security and access logs are retained only for a limited period unless a longer period is needed for an investigation or legal reason.

When personal data is no longer needed, it will be deleted, anonymised, or securely destroyed.

6. Sharing and processors

We may share personal data with trusted third parties where necessary to run our business and provide services. These third parties act as processors or, in some cases, independent controllers.

Processors may include:

Payment service providers that help us process transactions.
Accounting and bookkeeping providers that support financial administration.
IT, hosting, and cloud service providers that store or secure data.
Scheduling, communications, or customer management tools used to manage bookings and service delivery.
Professional advisers such as accountants, lawyers, or insurers where needed.

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not sell your personal data.

We may also disclose data if required by law, to prevent fraud or criminal activity, to protect vital interests, or in connection with legal claims.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality requirements, and regular review of data handling practices.

While we strive to protect your data, no method of transmission or storage is completely risk-free.

8. Your rights under GDPR

As a data subject, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you may request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

You also have the right to make a complaint to the UK data protection authority if you believe your data protection rights have been breached. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

9. International transfers

If personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place and that the transfer complies with applicable data protection laws.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed.

11. Summary of our commitment

Haringey Cleaners is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for legitimate and clearly defined purposes, keep it only as long as necessary, and share it only with trusted processors where required to deliver our services. We also respect and support your rights over your personal data.

This policy applies to all Haringey Cleaners customers in the area.