Privacy Policy - Shepherdsbush Cleaners

Last updated: 13 May 2026

This Privacy Policy explains how Shepherdsbush Cleaners collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Shepherdsbush Cleaners customers in the area, including residential and commercial clients, prospective customers, website visitors, and anyone who contacts us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Shepherdsbush Cleaners acts as the data controller for personal information collected in connection with our services, bookings, customer management, billing, and service communications. This means we determine how and why personal data is processed.

2. Information we collect

We collect only the information necessary to provide and manage our services effectively. The categories of data we may collect include:

Personal and contact details

Name
Address, including service location and billing address
Telephone number
Email address
Preferred contact method

Service and booking information

Requested cleaning services
Booking dates and times
Service notes and access instructions
Communication history related to appointments, quotations, complaints, or changes

Payment and invoicing data

Payment status
Invoice details
Transaction references

We do not normally store full card details. Where payments are processed, they may be handled by secure payment providers.

Technical and usage data

Basic device and browser information
IP address
Cookies or similar technologies where used to support website functionality, analytics, or security

Special category data

We do not intentionally seek to collect special category data, such as information about health, religion, ethnicity, or political views. However, such data may occasionally be disclosed by a customer in service instructions or access arrangements. If this occurs, we will only process it where strictly necessary and with appropriate safeguards.

3. How we use personal data

We use personal data for the following purposes:

To provide quotations and process bookings
To deliver cleaning services at agreed times and locations
To manage customer accounts, invoices, and payments
To communicate about appointments, service changes, feedback, and complaints
To maintain internal records and improve service quality
To comply with legal and regulatory obligations
To prevent fraud, misuse, or security incidents

We only process data that is relevant and necessary for these purposes.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Shepherdsbush Cleaners relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, issuing invoices, and managing service-related communications.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided that your rights and freedoms do not override those interests. Examples include business administration, service improvement, record keeping, responding to queries, and maintaining security. We balance our interests against the impact on you before relying on this basis.

Legal obligation

We may process personal data where we must comply with a legal obligation, such as tax, accounting, or record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific communications or optional processing. Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Sharing your data with processors and third parties

We may share personal data with trusted service providers who act as processors on our behalf. These processors may only use personal data under our instructions and must keep it secure. Examples may include:

Payment service providers
Bookkeeping or accounting software providers
IT hosting, cloud storage, and email service providers
Scheduling, invoicing, or customer management platforms
Professional advisers such as accountants or legal advisers, where necessary

We may also disclose data to third parties where required by law, for example to law enforcement, regulators, courts, or tax authorities. If business assets are ever transferred, personal data may be disclosed to the relevant parties in connection with that transaction, subject to legal safeguards.

We do not sell personal data.

6. International transfers

Where processors or service providers are located outside the UK, we will ensure appropriate safeguards are in place before transferring personal data. These safeguards may include an adequacy decision, the UK International Data Transfer Agreement, or other lawful transfer mechanisms as required by law.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason for processing.

Typical retention approach

Customer and booking records: kept for the duration of the service relationship and for a reasonable period afterward
Invoices and financial records: retained for the period required by tax and accounting law
Communication records: retained as long as needed to manage service delivery, disputes, or customer service issues
Technical records and security logs: retained for limited periods unless needed longer for investigation or compliance

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

8. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our processes. While no system is completely secure, we take reasonable steps to protect the information we hold.

9. Your rights

Under data protection law, you have important rights in relation to your personal data. These rights may be subject to conditions or exemptions, but we will always consider your request carefully.

You may have the right to:

Access your personal data and obtain a copy of the information we hold about you
Rectification of inaccurate or incomplete data
Erasure of your data in certain circumstances
Restriction of processing 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

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns first.

10. Automated decision-making

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects on you.

11. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service arrangement. If we become aware that we have collected such data inappropriately, we will take steps to delete it where appropriate.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The latest version will apply from the date stated at the top of this policy. We encourage customers to review it periodically.

13. Summary of key points

In summary: we collect only the information needed to deliver cleaning services, rely on lawful bases such as contract, legitimate interests, consent, and legal obligation, and retain data only for as long as necessary. We use trusted processors to support our operations, protect personal data with appropriate safeguards, and respect your rights under data protection law.

This policy is intended to provide clear information about how Shepherdsbush Cleaners handles personal data for all customers in the area.