Privacy Policy - Cheapendof Tenancy Cleaning

This Privacy Policy explains how Cheapendof Tenancy Cleaning collects, uses, shares, stores, and protects personal data relating to all Cheapendof Tenancy Cleaning customers in area. It applies to all customers, prospective customers, website users, and anyone who interacts with us in connection with 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

Cheapendof Tenancy Cleaning provides end of tenancy cleaning services for residential and commercial properties. In the course of delivering our services, we may collect and process personal data about customers, tenants, landlords, letting agents, property managers, and other relevant individuals. This policy explains the types of data we process and the purposes for which we process it.

2. Personal Data We Collect

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

• Identity information: name, title, and, where necessary, proof of identity details.
• Contact information: address, email address, and telephone number.
• Property and service information: property address, access details, cleaning requirements, booking details, service preferences, and instructions.
• Payment information: payment status, billing details, and transaction records. We do not store full card details where payment is processed by a third-party provider.
• Communication records: enquiries, complaints, feedback, and correspondence.
• Technical information: basic website usage data, device information, cookies, and IP-related data where applicable.
• Contract and account records: quotes, invoices, service agreements, and related documentation.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it or there is another lawful basis to do so. If such data is ever processed, it will be handled with additional safeguards.

3. How We Use Personal Data

We process personal data for the following purposes:

• to provide quotations and manage bookings;
• to deliver cleaning services at the requested property;
• to communicate about appointments, changes, and service updates;
• to issue invoices, process payments, and manage accounts;
• to respond to questions, feedback, or complaints;
• to maintain service quality, staff training, and internal records;
• to comply with legal, tax, and regulatory obligations;
• to protect our business, customers, and property from fraud, misuse, or unlawful conduct;
• to analyse and improve our services and customer experience.

We will only use personal data for the purpose for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that doing so is lawful.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, Cheapendof Tenancy Cleaning relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling your booking, arranging access to the property, delivering the cleaning service, and taking payment.

Legal Obligation

We may process personal data when required to comply with legal obligations, such as record-keeping, accounting, tax compliance, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include managing our business, improving our services, maintaining security, preventing fraud, and resolving disputes. We always consider the impact on your privacy before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example for certain marketing communications or non-essential cookies where consent is required. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as data processors or independent controllers depending on the service provided. We ensure appropriate contractual and security measures are in place before sharing any personal data.

Examples of processors and third parties may include:

• Payment service providers: to process payments securely.
• Accounting and bookkeeping providers: to support invoicing and financial records.
• IT and cloud service providers: to host data, manage systems, and support communications.
• Customer communication platforms: to help manage messages, booking confirmations, and service updates.
• Professional advisers: such as accountants, insurers, or legal advisers where necessary.
• Public authorities: where disclosure is required by law or is necessary to protect rights and interests.

We do not sell personal data. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason for processing.

• Service records: retained for a reasonable period after the service is completed to handle follow-up queries or disputes.
• Financial records: retained for the period required by tax and accounting laws.
• Communication records: retained for as long as needed to manage customer relationships and resolve issues.
• Marketing data: retained until you unsubscribe, withdraw consent, or object to processing.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricting access to personal data on a need-to-know basis.

However, no method of transmission or storage is completely secure. While we work to protect your data, we cannot guarantee absolute security.

8. Your Rights

Under data protection law, 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 information.
• Right to erasure: you can ask us to delete 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 that we provide certain data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the timeframe required by law.

9. Cookies and Online Data

Where our online services use cookies or similar technologies, they may be used to support site functionality, understand usage, and improve performance. Non-essential cookies will only be used where permitted by law and, where required, with your consent. You can manage cookie preferences through your browser settings or other available controls.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to remain informed about how we handle personal data.

11. Additional Information

This Privacy Policy is intended to provide clear and transparent information about how Cheapendof Tenancy Cleaning processes personal data. We are committed to ensuring that personal data is processed only when necessary, kept accurate and secure, and retained for no longer than required. If any part of this policy is found to be inconsistent with applicable data protection law, the legal requirements will take priority.

By using our services, making an enquiry, or providing your details to us, you acknowledge that you have read and understood this Privacy Policy.