Privacy Policy - Deep Cleaning Bow

This Privacy Policy explains how Deep Cleaning Bow collects, uses, stores, shares, and protects personal data. It applies to all Deep Cleaning Bow customers in the area, including anyone who requests, receives, or enquires about our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers, prospective customers, service users, and individuals who interact with Deep Cleaning Bow in connection with our services. It also applies to data relating to household members, property occupiers, access contacts, and any other individuals whose information is provided to us for service delivery, booking, billing, or account management purposes.

2. Information we collect

We only collect personal data that is necessary to deliver our services, manage our business, and comply with legal obligations. The categories of data we may collect include:

• Identity information: name, title, and any relevant identification details needed for service administration.
• Contact information: address, email address, telephone number, and preferred communication details.
• Service information: booking history, service preferences, cleaning instructions, access arrangements, notes about the property, and customer feedback.
• Billing and payment information: invoicing details, payment status, and transaction-related records. We do not store card details unless required by a secure payment provider.
• Technical and usage information: basic device, browser, and interaction data when relevant to online forms or digital communications.
• Special category data: we do not intentionally collect sensitive data. If such information is shared with us incidentally, we will handle it with extra care and only where lawful and necessary.

We may receive personal data directly from you, from a person acting on your behalf, or from third parties involved in arranging or paying for the service.

3. How we use personal data

We use personal data for the following purposes:

• to respond to enquiries and manage bookings;
• to deliver cleaning services safely and effectively;
• to communicate service updates, scheduling changes, or payment matters;
• to personalise services according to customer preferences and property requirements;
• to maintain business records and internal administration;
• to handle complaints, disputes, or service issues;
• to meet legal, accounting, tax, and regulatory obligations;
• to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will not use your personal data in a way that is incompatible with the purposes explained in this policy unless we are required or permitted to do so by law.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the situation, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing quotes, bookings, service delivery, invoicing, and post-service administration.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, record keeping, customer support, internal quality control, and fraud prevention.

Legal obligation

We may process personal data where necessary to comply with legal duties, such as tax records, accounting requirements, and responding to lawful requests from authorities.

Consent

Where required, we will rely on your consent. If we ask for consent, we will make it clear what it covers and how it can be withdrawn. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing personal data and processors

We may share personal data with trusted third parties who act on our behalf as processors. These organisations only process data under our instructions and are required to protect it appropriately.

Examples of processors may include:

• booking and scheduling software providers;
• payment processing and invoicing services;
• IT hosting, cloud storage, and email service providers;
• customer relationship management tools;
• accounting and bookkeeping providers;
• professional advisers such as legal or financial advisers where necessary;
• subcontracted service providers where needed to deliver a booking.

We may also share data with regulators, law enforcement, insurers, or other authorised bodies where required by law or necessary to protect legal rights. We do not sell personal data.

6. International transfers

If any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We will take reasonable steps to ensure your data remains protected wherever it is processed.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason it is held.

• Customer service records: retained for the duration of the customer relationship and for a reasonable period afterwards.
• Financial and accounting records: retained for the period required by tax and accounting law.
• Complaints and correspondence: retained long enough to resolve the matter and maintain accurate business records.
• Security and fraud-related records: retained only as long as necessary to investigate, prevent, or respond to incidents.

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

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff training, data minimisation, and supplier due diligence. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may be limited in some circumstances, but we will always consider and respond to requests appropriately.

• 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 data.
• Right to erasure: you can ask us to delete 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.
• Right to data portability: you can request certain data in a structured, commonly used format where applicable.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for service delivery and provided by an adult with authority to do so. Where children’s data is involved, we will handle it with additional care and only for lawful purposes.

11. Automated decision-making

We do not make decisions about customers based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and ensure appropriate safeguards are in place.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updates will take effect when published in an updated version of the policy. We encourage customers to review it periodically so they remain informed about how their personal data is handled.

13. Summary of our commitment

Deep Cleaning Bow is committed to respecting privacy and protecting personal data. We collect only what we need, use it for clear and lawful purposes, retain it for only as long as necessary, and share it only with trusted processors or where required by law. We aim to keep our processing transparent, proportionate, and secure for every customer in the area.