Privacy Policy – Cleaner Canarywharf

This Privacy Policy explains how Cleaner Canarywharf collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Canary Wharf area. It applies to all Cleaner Canarywharf customers in the area, including residential clients, landlords, tenants, and commercial customers who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Cleaner Canarywharf is a service provider that arranges and delivers cleaning services for properties and premises in the Canary Wharf area. For the purposes of data protection law, we are the data controller for the personal data we collect and process in connection with our services, unless we clearly state otherwise. This means we decide why and how personal data is used for service delivery, administration, communication, billing, and related operational purposes.

2. Personal data we collect

We only collect the information that is necessary for providing and managing our cleaning services. The categories of data we may collect include:

• Identity information such as name, title, and account or booking reference.
• Contact details such as address, telephone number, and email address.
• Service information such as cleaning preferences, property access notes, scheduling requests, and instructions relevant to the work.
• Payment information such as billing details, payment confirmation, and transaction history.
• Communication records including emails, messages, call notes, complaints, feedback, and service amendments.
• Technical and usage data where relevant, such as IP address, device information, and basic website or form analytics if you interact with our digital services.
• Special category data only where necessary and only if you voluntarily provide it, for example access requirements linked to health or mobility considerations. We ask that you only share such information when it is essential for safe service delivery.

We do not intentionally collect more information than required. If we receive personal data that is not needed, we will limit its use or delete it where appropriate.

3. How we collect data

We may collect personal data directly from you when you make an enquiry, request a quote, place a booking, enter into a service agreement, communicate with us, or give feedback. We may also receive data from third parties where this is necessary to provide the service, such as property managers, letting agents, landlords, or payment processors. In each case, we will only use the information for a legitimate and relevant purpose.

4. Why we use your data

We use personal data for the following purposes:

• to arrange, confirm, and deliver cleaning services;
• to manage bookings, schedules, and service changes;
• to communicate with you about your service, invoices, or requests;
• to process payments and maintain financial records;
• to respond to complaints, disputes, and customer support enquiries;
• to improve service quality, training, and customer experience;
• to meet legal, accounting, insurance, and regulatory obligations;
• to prevent fraud, misuse, or security incidents;
• to keep appropriate business records for operational purposes.

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

5. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Cleaner Canarywharf 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 handling booking details, property instructions, service delivery information, invoicing, and customer communication connected to the services you request.

Legal obligation

We may process data where needed to comply with legal duties, including tax, accounting, insurance, fraud prevention, and record-keeping requirements. Some records must be retained for a defined period under law.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include service administration, improving our operations, protecting our business, managing customer enquiries, and ensuring security. We always consider whether the processing is proportionate and necessary.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or where you voluntarily provide specific information that is not needed for the service itself. Where consent is used, you can withdraw it at any time.

6. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our instructions and are not allowed to use it for their own purposes. Examples may include:

• payment service providers that process transactions;
• booking or scheduling systems used to manage appointments;
• IT and cloud storage providers that host data securely;
• customer communication tools used to send service-related messages;
• professional advisers such as accountants, insurers, or legal advisers;
• subcontracted cleaners or operational staff where needed to fulfil services.

We require processors to handle personal data securely, keep it confidential, and comply with applicable data protection laws. We do not sell personal data. If data must be shared with a third party outside the UK or the European Economic Area, we will ensure appropriate safeguards are in place.

7. Data retention

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

For example, booking records, invoices, and tax-related documents may need to be retained for several years to meet legal obligations. Customer communication records may be kept for a shorter or longer period depending on service history, dispute resolution needs, and business administration. When personal data is no longer needed, we will delete, anonymise, or securely archive it in line with our retention practices.

We regularly review the data we hold to make sure it remains relevant, accurate, and not kept for longer than necessary.

8. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, role-based permissions, staff confidentiality obligations, and careful selection of service providers. While no system can be guaranteed to be perfectly secure, we take data protection seriously and work to reduce risks wherever possible.

9. Your rights

As a data subject under the UK GDPR, you have several rights regarding your personal data. Subject to legal limitations, you may have the right to:

• Access the personal data we hold about you;
• Rectification of inaccurate or incomplete data;
• Erasure of your data in certain circumstances;
• Restriction of processing in certain situations;
• Object to processing based on legitimate interests;
• Data portability for information you provided to us, where applicable;
• Withdraw consent where processing is based on consent;
• Complain to the Information Commissioner’s Office if you are unhappy with how we handle your data.

We will respond to valid requests within the time limits required by law. In some cases, we may need to verify your identity before acting on your request. We may also retain certain information where required by law or where we have a compelling legitimate basis to do so.

10. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in limited circumstances connected to household service arrangements and only where appropriate safeguards are in place. If we become aware that data has been collected without proper authority, we will take steps to delete or correct it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of our approach

Cleaner Canarywharf processes personal data only where there is a valid legal basis, keeps it only for as long as needed, and shares it only with processors and advisers who help us provide our services safely and effectively. We respect your rights, protect your information, and aim to remain transparent in all our data practices. This policy applies to all Cleaner Canarywharf customers in the Canary Wharf area and sets out the standards we use when handling personal information for our cleaning services.