Privacy Policy

1. Introduction

At Pro Cleaners London, we are committed to protecting your privacy and personal data. This privacy policy explains how we collect, use, store, and protect your information when you use our professional cleaning services across London and surrounding areas.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. As your data controller, we ensure your personal information is processed lawfully, fairly, and transparently.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Contact Details: Name, phone number, email address, postal address
• Property Information: Property type, size, access details, specific cleaning requirements
• Service Details: Preferred cleaning schedule, special instructions, key holding arrangements
• Payment Information: Billing address, payment preferences (we do not store card details)
• Communication Records: Phone calls, emails, messages, and service feedback

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and browser information
• Pages visited and time spent on our website
• Referring website and search terms used
• Device type and operating system

3. How We Use Your Information

We use your personal information for the following purposes:

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide our cleaning services
• Legitimate Interest: Improving services, fraud prevention, business operations
• Consent: Marketing communications and optional services
• Legal Obligation: Compliance with tax, health & safety, and other legal requirements

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your data with:

• Our Staff: Cleaning team members who need access to provide services
• Service Providers: Payment processors, scheduling software providers (under strict data protection agreements)
• Legal Authorities: When required by law or to protect our legal rights
• Business Transfers: In the event of a merger, acquisition, or sale of assets

6. Data Storage and Security

6.1 Data Storage

Your personal data is stored:

• On secure servers within the UK and EEA
• Using encrypted storage systems
• With regular security updates and monitoring
• Access limited to authorized personnel only

6.2 Security Measures

We implement appropriate technical and organizational measures including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Staff training on data protection
• Access controls and authentication procedures
• Regular backups and disaster recovery plans

7. Data Retention

We retain your personal data only as long as necessary:

• Active Customers: Throughout the duration of our service relationship
• Former Customers: Up to 7 years for financial records (tax compliance)
• Marketing Data: Until you withdraw consent or we determine it’s no longer relevant
• Website Data: Typically 2 years for analytics, shorter for operational data
• CCTV/Security: 30 days unless required for legal proceedings

After the retention period, we securely delete or anonymize your personal data.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

8.1 Right of Access

You can request a copy of the personal data we hold about you.

8.2 Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

8.3 Right to Erasure

You can request deletion of your personal data in certain circumstances.

8.4 Right to Restrict Processing

You can ask us to limit how we use your personal data in specific situations.

8.5 Right to Data Portability

You can request your data in a portable format to transfer to another service provider.

8.6 Right to Object

You can object to processing based on legitimate interests or for marketing purposes.

8.7 Rights Related to Automated Decision-Making

You have rights regarding any automated decision-making that affects you (currently, we don’t use automated decision-making systems).

9. Cookies and Website Tracking

9.1 Cookies We Use

Our website uses the following types of cookies:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand website usage (with your consent)
• Preference Cookies: Remember your settings and preferences

9.2 Managing Cookies

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

10. Marketing Communications

We may send you marketing communications about our services if:

• You have given explicit consent
• You are an existing customer and we’re marketing similar services

You can unsubscribe from marketing communications at any time by:

• Clicking the unsubscribe link in any email
• Contacting us directly
• Updating your preferences through our website

11. Children’s Privacy

Our services are not directed to children under 16, and we do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will delete it promptly.

12. International Data Transfers

We primarily store and process your data within the UK and EEA. If we need to transfer data outside these areas, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK government
• Standard contractual clauses
• Other legally approved transfer mechanisms

13. Data Breach Procedures

In the unlikely event of a data breach that may result in high risk to your rights and freedoms, we will:

• Notify the Information Commissioner’s Office (ICO) within 72 hours
• Inform affected individuals without undue delay
• Take immediate steps to contain and remedy the breach
• Conduct a thorough investigation and implement preventive measures

14. Complaints and Regulatory Authority

If you have concerns about how we handle your personal data, please contact us first. We aim to resolve any issues promptly.

You also have the right to lodge a complaint with the supervisory authority:

15. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will:

• Notify existing customers of significant changes by email
• Post the updated policy on our website
• Include the effective date of any changes

We encourage you to review this policy periodically.

16. Contact Information

For questions about this privacy policy or to exercise your data protection rights, contact us: