Privacy Policy - Cleaner Brent

Cleaner Brent is committed to protecting the privacy and personal data of all customers in area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide cleaning services and when you interact with us. It applies to all Cleaner Brent customers in area and should be read carefully so you understand your rights and how your information is handled.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Cleaner Brent acts as the data controller for the personal data we collect and process in connection with our services. This means we decide why and how your personal data is used, subject to the requirements of data protection law.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The categories of information we may collect include:

Identity information: your name and, where relevant, the name of your organisation or property manager.
Contact information: address, email address, telephone number, and other communication details you provide.
Service information: details about the cleaning services requested, service dates, special instructions, access arrangements, preferences, and service history.
Payment information: billing details, payment confirmations, and limited financial information necessary to process transactions.
Property information: information relating to premises, such as access notes, cleaning requirements, and relevant security instructions.
Correspondence: records of communications between you and Cleaner Brent, including enquiries, complaints, feedback, and service-related messages.
Technical information: limited data collected through our systems, such as device details, IP address, or browser information, where this is necessary for security, fraud prevention, or service performance.

We do not intentionally collect special category data unless it is essential and you have provided it knowingly, or unless another lawful basis applies. If you voluntarily share sensitive information, we will treat it with extra care and only use it where lawful and necessary.

3. How We Use Your Personal Data

We use personal data only for clear and legitimate purposes. These include:

providing cleaning services and managing appointments;
responding to enquiries and customer requests;
issuing invoices, processing payments, and maintaining business records;
managing access arrangements and service instructions;
handling complaints, service issues, or disputes;
improving our service quality and internal operations;
meeting legal, regulatory, accounting, and tax obligations;
protecting against fraud, misuse, or security incidents.

We will not use your personal data in a way that is incompatible with the purposes described in this Policy.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Cleaner Brent relies on the following lawful bases:

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 booking services, confirming appointments, preparing service delivery, and handling payment administration.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include managing customer relationships, improving services, preventing fraud, maintaining security, and keeping proper business records.

Legal Obligation

We process personal data where we need to comply with legal obligations, including tax, accounting, consumer protection, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent. For example, this may apply where consent is required for certain optional communications or the use of specific categories of information. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary and only where appropriate safeguards are in place. These third parties may act as data processors or independent controllers depending on the context.

Our processors and service providers may include:

Payment processors: to securely handle card payments and transaction processing.
Accounting and bookkeeping providers: to support invoicing, tax compliance, and financial administration.
IT and cloud service providers: to store data securely, maintain systems, and support business operations.
Communication service providers: to manage email, messaging, and customer service communications.
Professional advisers: such as legal or financial advisers where necessary for compliance or dispute resolution.

We require processors to process personal data only on our instructions, keep it secure, and comply with relevant data protection laws. We do not sell your personal data.

We may also disclose personal data if required by law, court order, regulatory authority, or to protect the rights, property, or safety of Cleaner Brent, our customers, staff, or the public.

6. International Transfers

If any of our processors store or access personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.

Customer and service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law, typically up to six years in many cases.
Complaints and correspondence: retained for as long as needed to resolve issues and maintain accurate business records.
Security and fraud-prevention records: retained only as long as necessary to protect our systems and business operations.

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of data on a need-to-know basis.

While we work hard to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs, we will assess the situation and notify affected individuals and regulators where required by law.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access your personal data and receive a copy of it;
Rectify inaccurate or incomplete data;
Erase your data in certain circumstances;
Restrict how we use your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
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 believe your rights have been infringed.

We will respond to valid requests within the timeframes required by law. In some cases, we may need to verify your identity before acting on your request.

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 incidentally provided in connection with a service arrangement and there is a lawful reason to process it. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

11. Automated Decision-Making

Cleaner Brent does not generally use automated decision-making or profiling that has legal or similarly significant effects on individuals. If this changes, we will update this Policy and provide appropriate information about your rights.

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 customers in area to review this Policy periodically to stay informed.

13. Summary of Our Commitment

Cleaner Brent respects your privacy and is committed to handling personal data fairly, lawfully, and transparently. We collect only the information needed to deliver our services, rely on appropriate lawful bases, retain data only as long as necessary, use trusted processors under contract, and uphold your rights under data protection law. This Policy applies to all Cleaner Brent customers in area.

By using Cleaner Brent services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.