Privacy Policy - Marylebone Cleaners

Marylebone Cleaners is committed to protecting the privacy and personal data of every customer. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our cleaning services. It applies to all Marylebone Cleaners customers in the area, including residential and commercial clients who receive our services locally.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to be clear, fair, and transparent about what we do with information and the rights available to you.

1. Information We Collect

We only collect information that is necessary to provide our services, manage our relationship with customers, and meet legal or operational requirements. The type of information we may collect includes:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information including property details, cleaning preferences, access instructions, and appointment history.
Billing and payment details needed to process invoices, take payment, or manage refunds.
Communication records such as emails, phone notes, messages, and complaints.
Technical information if you interact with us through digital channels, such as device or usage data where relevant.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or where required by law. If such data becomes necessary for a specific service matter, we will ensure it is handled with extra safeguards.

2. How We Use Your Data

We use personal data for a limited number of lawful and clearly defined purposes. These include:

Delivering cleaning services and managing bookings.
Confirming appointments, service changes, or access arrangements.
Processing payments and issuing invoices.
Responding to enquiries, feedback, and complaints.
Maintaining service records and customer accounts.
Meeting legal, accounting, and tax obligations.
Improving our service quality, administration, and customer experience.

We always aim to use data in a way that is relevant, adequate, and limited to what is necessary for the purpose at hand.

3. Lawful Basis for Processing

Under data protection law, we must have a valid legal basis to process your personal data. Marylebone Cleaners relies on the following lawful bases:

Contract

We process data when it is needed to enter into or perform a contract with you. For example, we use your name, address, and service details to arrange and deliver cleaning services.

Legal Obligation

We process certain data to comply with legal obligations, including accounting, tax, record-keeping, and fraud-prevention requirements.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, handling service administration, improving operations, and protecting our business from misuse.

Consent

In limited cases, we may rely on your consent, for example where consent is needed for certain optional communications or specific processing activities. When we rely on consent, you may withdraw it at any time.

Where we process special category data, if ever required, we will only do so where a specific legal condition applies and where appropriate safeguards are in place.

4. Sharing Your Information

We may share personal data with trusted third parties, but only when necessary and only for legitimate business purposes. These may include:

Service providers who help us deliver cleaning operations, administration, scheduling, or customer support.
Payment processors that handle transactions securely.
Accounting and bookkeeping providers who assist with financial records and compliance.
IT and cloud service providers who support our systems, data storage, and communications.
Professional advisers such as lawyers, insurers, or auditors where needed.
Authorities or regulators if required by law or to protect rights, safety, or property.

All processors and service providers are required to protect personal data and may only process it under our instructions. We do not sell personal information.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and why we hold it.

Customer and service records are usually retained for the duration of the relationship and for a reasonable period afterwards in case of queries or disputes.
Financial records are retained for the period required by tax and accounting law.
Communication records may be retained for a shorter period if they are no longer needed.
Security or incident records may be retained where needed for investigation, risk management, or legal defence.

When data is no longer needed, we securely delete or anonymise it.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, accidental disclosure, and alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data-handling practices.

However, no method of transmission or storage is completely risk-free. We therefore take reasonable steps to safeguard information but cannot guarantee absolute security.

7. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate protections are in place in line with applicable data protection law. This may include the use of approved contractual safeguards or transfers to jurisdictions recognised as providing adequate protection.

8. Your Rights

As a data subject, you have several rights in relation to your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict our use of your data in certain cases.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where consent is the lawful basis.

You also have the right to be informed about how your data is used and the right to make a complaint to the relevant data protection authority if you believe your rights have been infringed.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with household or property services and where an adult customer has provided the information appropriately. If we become aware that we have collected data without a proper basis, we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our operations, or our data practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Marylebone Cleaners respects your privacy and handles personal information with care, fairness, and accountability. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and require all processors to protect it properly. Your trust matters to us, and we are committed to maintaining high standards of data protection for every customer in the area.

This policy is intended to provide a transparent explanation of our privacy practices and the rights available to you under data protection law.