Cleaner Soho Privacy Policy

This Privacy Policy explains how Cleaner Soho collects, uses, stores and protects personal data relating to customers and prospective customers within the Cleaner Soho service area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act.

Cleaner Soho is committed to handling personal data in a lawful, fair and transparent manner. By using Cleaner Soho services or providing personal data, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Cleaner Soho customers and prospective customers in the Cleaner Soho service area. It covers personal data provided directly to Cleaner Soho, data generated when services are provided, and certain information obtained from third parties acting on behalf of Cleaner Soho.

Types of Personal Data Collected

Cleaner Soho may collect and process the following categories of personal data about you:

Identification and contact details: name, title, postal address, billing address, service address, and general contact preferences.

Service and booking information: details of cleaning services requested, frequency of services, property type, access instructions that you choose to provide, and notes relevant to service delivery.

Account and transaction information: records of quotes, bookings, invoices, payments, refunds, and related correspondence or internal notes about your account.

Communication data: information contained in enquiries or complaints, feedback you provide, and any other communications you send to Cleaner Soho by written or verbal means.

Technical and usage data: information about how you interact with Cleaner Soho online channels where applicable, such as pages visited and basic device or browser information. This may be collected using cookies or similar technologies where permitted by law.

Lawful Basis for Processing

Cleaner Soho relies on one or more of the following lawful bases for processing your personal data:

Contract: processing is necessary to enter into or perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotes, and fulfilling bookings, managing your account, and arranging payments.

Legal obligation: processing is necessary to comply with legal and regulatory requirements, such as tax, accounting, record-keeping, and responding to lawful requests from authorities.

Legitimate interests: processing is necessary for the legitimate interests of Cleaner Soho or a third party, provided those interests are not overridden by your rights and freedoms. These interests include managing and improving services, handling customer queries, preventing fraud, ensuring network and information security, and promoting services to existing customers.

Consent: in limited situations, Cleaner Soho may rely on your consent, for example for certain types of marketing where consent is required. When processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

Purposes of Processing Personal Data

Cleaner Soho uses your personal data for the following purposes:

To provide cleaning services: managing bookings, scheduling cleaners, accessing your premises in the manner you authorise, delivering the requested services, and handling follow up visits or changes.

To manage customer relationships: maintaining customer records, providing customer support, dealing with enquiries and complaints, and communicating about changes to services, terms or policies.

To manage payments and billing: issuing quotes and invoices, processing payments, addressing payment queries, managing debt recovery where necessary, and maintaining financial records.

To improve operations: monitoring service quality, training staff, enhancing processes, and analysing service usage to better understand customer needs.

To carry out marketing and promotions: sending information about services, offers or updates that may be relevant to you, in line with applicable laws and your communication preferences.

To ensure security and compliance: protecting the safety of staff and customers, preventing and detecting fraud or misuse of services, and meeting legal and regulatory obligations.

Data Retention

Cleaner Soho retains personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by law.

Customer and service records: details of services provided, invoices, and related correspondence are typically retained for the duration of your relationship with Cleaner Soho and for a period afterwards to comply with legal obligations and to resolve any disputes. This period will normally be up to seven years from the date of the last transaction, in line with tax and accounting requirements.

Enquiries that do not lead to a booking: personal data provided when you request information or a quote but do not proceed with a booking may be retained for a limited period for administrative purposes and to follow up on your enquiry, typically no longer than two years, unless a longer period is required for legal reasons.

Marketing data: information used for marketing purposes is retained for as long as you remain engaged with Cleaner Soho marketing communications or until you object or withdraw consent, after which it will be removed or anonymised unless retention is required for other lawful reasons.

Once the applicable retention period expires, Cleaner Soho will either securely delete or anonymise your personal data so that it can no longer be associated with you.

Sharing Personal Data and Use of Processors

Cleaner Soho may share your personal data with carefully selected third parties that act as data processors on behalf of Cleaner Soho. These processors are only permitted to process your personal data in accordance with documented instructions and subject to appropriate contractual safeguards.

Typical categories of processors include:

Payment and billing providers that facilitate secure processing of card or electronic payments and assist with invoicing and reconciliation.

IT and hosting providers that supply systems, platforms, or cloud storage used to manage customer records, bookings, and communications.

Communication service providers that support the sending of service notifications or marketing messages, subject to your preferences and applicable law.

Professional advisers such as accountants or auditors who may access limited data for compliance and advisory purposes.

Where Cleaner Soho uses individual cleaners or subcontractors to deliver services, personal data shared with them will be limited to what is strictly necessary to perform the requested services, such as your name, service address, and relevant access or service instructions.

Cleaner Soho may also disclose personal data where required to do so by law or where it is necessary to protect the rights, property or safety of Cleaner Soho, customers or others. Where personal data is transferred outside the United Kingdom or the European Economic Area, Cleaner Soho will ensure that appropriate safeguards are in place in accordance with data protection law.

Security of Personal Data

Cleaner Soho takes appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those employees, contractors and processors who have a business need to know it and requiring them to process it only on lawful instructions and subject to confidentiality obligations.

While Cleaner Soho aims to protect all personal data, no method of transmission or storage can be guaranteed to be completely secure. You are encouraged to take your own steps to safeguard any information you share, such as not disclosing access instructions more widely than necessary.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Cleaner Soho customers in the Cleaner Soho service area, subject to certain conditions and exemptions:

Right of access: you can request confirmation of whether Cleaner Soho processes your personal data and obtain a copy of that data, together with information about how it is used.

Right to rectification: you can request correction of inaccurate personal data and completion of incomplete data.

Right to erasure: in certain circumstances, you can request that Cleaner Soho delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction: you can request that the processing of your personal data be restricted in certain circumstances, such as while a complaint about its accuracy or use is being investigated.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it be transmitted to another controller.

Right to object: you can object to processing that is based on legitimate interests, including profiling based on those interests, and Cleaner Soho will stop processing unless it can demonstrate compelling legitimate grounds. You also have an absolute right to object at any time to the use of your personal data for direct marketing.

Rights in relation to automated decision making: Cleaner Soho does not currently carry out automated decision making that produces legal effects concerning you or similarly significantly affects you.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you may contact Cleaner Soho using the usual customer communication channels. Cleaner Soho will respond to your request in accordance with applicable legal timeframes and may need to verify your identity before acting on certain requests.

You also have the right to lodge a complaint with the data protection supervisory authority in the country where you live, work, or where you believe a breach of data protection law has occurred. In the United Kingdom, this is the Information Commissions Office.

Changes to this Privacy Policy

Cleaner Soho may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or the way services are provided. Any updated version will apply from the date it is made available. You are encouraged to review this Privacy Policy periodically so that you remain informed about how Cleaner Soho protects your personal data.