Privacy Policy - Docklands Cleaner

Docklands Cleaner is committed to protecting the privacy and personal data of all customers in the Docklands area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all Docklands Cleaner customers in the area, including individuals who enquire about our services, request quotes, make bookings, or receive cleaning services from us.

1. Who We Are

For the purposes of data protection law, Docklands Cleaner acts as the data controller for the personal information we collect and process in connection with our cleaning services. This means we determine why and how your personal data is used. We take our responsibilities seriously and aim to process personal data fairly, lawfully, transparently, and securely.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage customer relationships, and meet legal obligations. The types of personal data we may collect include:

• Identity details: name, title, and any information you provide when making an enquiry or booking.
• Contact details: address, email address, and telephone number.
• Service details: booking history, service preferences, property access instructions, cleaning requirements, and notes related to your requests.
• Payment information: payment status, billing records, and transaction information. We do not store full card details unless necessary and permitted by our payment process.
• Communication records: correspondence by phone, email, text, or other messaging methods.
• Technical data: limited information such as device or browser data if you interact with our digital systems, where applicable.
• Special category data: we do not routinely collect special category personal data. If such information is provided to us inadvertently, we will only process it where necessary and lawfully permitted.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or use our services. In limited cases, we may receive information from third parties such as payment providers, business partners, or property managers where appropriate and lawful.

3. How We Use Your Personal Data

We use personal data for the following purposes:

• to provide and manage cleaning services;
• to prepare quotes, confirm bookings, and arrange appointments;
• to communicate with you about your service requests;
• to process payments and issue invoices or receipts;
• to maintain records of services delivered;
• to handle complaints, disputes, or service issues;
• to improve our services, operations, and customer experience;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, staff, and customers from fraud, misuse, or security risks.

We only use your personal data for purposes that are compatible with the reason it was originally collected, unless we have a valid legal reason to use it differently.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. The main lawful bases we rely on are:

Performance of a Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, arranging services, completing cleaning work, and managing payments.

Legal Obligation

We process some information to comply with legal requirements, including tax, accounting, record-keeping, and other regulatory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and interests do not override those interests. This may include service administration, business improvement, fraud prevention, internal record management, and customer support. We balance our interests against your privacy rights before relying on this basis.

Consent

In some circumstances, we may ask for your consent to process certain data, such as for specific marketing communications or optional processing activities. Where we rely on consent, you may withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving a person’s safety.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties, known as processors, when necessary to operate our business and deliver services. These processors may include:

• Payment processors: to securely process transactions.
• IT and cloud service providers: to host email, data storage, scheduling, and business systems.
• Accounting and invoicing providers: to manage finances and compliance records.
• Customer communication providers: to send messages related to bookings or service updates.
• Operational subcontractors or cleaners: where required to deliver booked services.

Where we use processors, we ensure appropriate contracts are in place and that they only process personal data on our instructions and in compliance with data protection law. We require them to implement suitable technical and organisational measures to protect your information.

We may also share personal data with public authorities, regulators, law enforcement, or professional advisers where required by law or necessary to protect our legal rights.

6. International Transfers

If any of our processors store or access personal data outside the UK, we ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other recognised legal mechanisms designed to protect your personal data.

7. Data Retention

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

• Customer and booking records: retained for a period needed to manage the customer relationship and handle any queries or disputes.
• Financial and tax records: retained for the period required by law.
• Communication records: kept for a reasonable period to support service management and issue resolution.
• Marketing preferences: retained until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. We review retention periods regularly to ensure data is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, password protection, and data minimisation practices. While no system can be guaranteed completely secure, we work to maintain a high standard of data protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Depending on the circumstances, these may include:

• 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 information.
• Right to erasure: you can request deletion of your personal data in certain circumstances.
• Right to restriction: you can ask us to limit how we use your data in certain situations.
• Right to object: you can object to processing based on legitimate interests or direct marketing.
• Right to data portability: you can request transfer of certain data to you or another provider, where applicable.
• 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 UK Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

10. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal or similarly significant effects about you. If this changes, we will update this policy and provide the required information.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer. If we become aware that we have collected a child’s data without appropriate authority, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

13. Summary of Our Commitment

Docklands Cleaner respects your privacy and handles personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. All Docklands Cleaner customers in the area are covered by this policy, and we remain committed to safeguarding your rights and personal information.