Privacy Policy - Maidavale Cleaner

Maidavale Cleaner is committed to protecting the privacy and personal data of all customers in the area where our services are provided. This Privacy Policy explains how we collect, use, store, share, and protect personal information, and it applies to all Maidavale Cleaner customers in area. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to individuals who use, request, enquire about, or receive cleaning services from Maidavale Cleaner, including domestic customers, commercial customers, and any person whose personal data we process in connection with providing our services in the area. It also applies where personal data is collected through booking requests, communications, service delivery, payment handling, complaint management, and service follow-up.

2. Personal data we collect

We only collect personal data that is necessary for legitimate business and service purposes. The types of information we may collect include:

• Identity details such as your name, title, and account or reference information.
• Contact details such as your address, phone number, and email address.
• Service details such as cleaning preferences, instructions, property access notes, and appointment history.
• Payment information such as billing records, invoices, and payment status. We do not intentionally store full card details unless this is required by a secure payment provider.
• Communication records including emails, text messages, call notes, complaint details, and feedback.
• Technical and usage data if you interact with digital systems we use for bookings or communication, such as device information, logs, or IP-related information.

We do not seek to collect special category data unless it is strictly necessary and you have provided it or it is otherwise permitted by law. If you voluntarily share such data, we will handle it with extra care and only for a valid purpose.

3. How we use your personal data

We use personal data for the following purposes:

• to provide, manage, and improve our cleaning services;
• to schedule and confirm appointments;
• to communicate about bookings, service changes, billing, and service issues;
• to process payments and maintain accounting records;
• to respond to enquiries, complaints, and requests;
• to keep records of services provided and customer preferences;
• to meet legal, regulatory, tax, and insurance obligations;
• to protect our business, staff, and customers from fraud, misuse, or security risks.

We only use your information for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose and the law permits this.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstance, Maidavale Cleaner may rely on one or more of the following legal bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, issuing invoices, and communicating about the service.

4.2 Legal obligation

We may process data where required to comply with legal obligations, including tax recordkeeping, accounting obligations, and responding to lawful requests from authorities.

4.3 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 and freedoms. This may include service management, customer support, fraud prevention, business administration, and maintaining secure records. We always assess whether our interests are appropriate before relying on this basis.

4.4 Consent

In limited cases, we may rely on your consent, for example where consent is needed for a specific optional processing activity. If we rely on consent, you have the right to withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing before withdrawal.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason we hold it.

• Customer and service records are retained for the duration of the business relationship and for a reasonable period afterwards for administration and dispute handling.
• Payment and invoicing records are retained for the period required by tax and accounting laws.
• Communication and complaint records are kept as long as needed to resolve the issue and demonstrate service history.
• Technical records are retained for a limited time for security, performance, and troubleshooting purposes.

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

6. Data processors and third parties

We may use trusted third-party service providers, known as processors, to help us operate our business. These processors only process personal data on our instructions and are required to protect it under contract and applicable law.

Examples of processors may include:

• IT and cloud service providers that store or support our business systems;
• payment service providers that handle transactions securely;
• booking or scheduling platforms used to manage appointments;
• accounting and administrative software providers used for invoicing and recordkeeping;
• professional advisers such as accountants, insurers, or legal advisers where needed.

We may also disclose personal data where necessary to comply with law, enforce our terms, protect rights and safety, or deal with a lawful request. We do not sell personal data.

7. International transfers

If any of our processors store or access data outside the UK, we will take appropriate safeguards to protect your personal data. This may include the use of approved contractual protections and verification that the recipient offers an adequate level of protection.

8. Data security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved. While no system is completely secure, we work to reduce risk and maintain appropriate safeguards.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions, but we will always review your request carefully.

• Right of access – you may request a copy of the personal data we hold about you.
• Right to rectification – you may ask us to correct inaccurate or incomplete data.
• Right to erasure – in certain circumstances, you may ask us to delete your data.
• Right to restriction – you may ask us to limit how we use your data in some situations.
• Right to object – you may object to processing based on legitimate interests or direct marketing.
• Right to data portability – you may request 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.

You also have the right to raise a concern with the relevant data protection authority if you believe your rights have been violated. We encourage you to contact us first so we can try to resolve the matter.

10. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary in connection with a customer’s household or service arrangement and only where appropriate. If we become aware that we have collected data unlawfully, we will take steps to delete it.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we operate. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of our commitments

Maidavale Cleaner only collects personal data needed to provide services, uses it lawfully, keeps it secure, shares it only with trusted processors when necessary, and retains it no longer than required. We respect your rights and aim to process all personal data fairly, transparently, and in line with GDPR principles.

This Privacy Policy applies to all Maidavale Cleaner customers in area. Your privacy matters to us, and we are committed to handling your personal information responsibly.