Privacy Policy – Tenancy Cleaning

This Privacy Policy explains how Tenancy Cleaning collects, uses, stores, shares, and protects personal data. It applies to all Tenancy Cleaning customers in area, including prospective customers, current customers, and individuals who interact with us in relation to tenancy cleaning services. We are committed to processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Tenancy Cleaning acts as the data controller for personal data collected and processed in connection with our services. This means we determine the purposes and means of processing your personal data. We handle personal information carefully and only use it where there is a valid lawful basis.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data such as your name, title, and any relevant identification details you provide.
Contact data such as your address, email address, and telephone number.
Booking and service data such as property details, tenancy dates, cleaning requirements, access notes, and service preferences.
Payment data such as billing details, transaction references, and payment status. We do not store full card details unless clearly stated at the point of payment.
Communication data such as messages, emails, notes from calls, complaints, and feedback.
Technical data such as IP address, browser type, device information, and usage information where you interact with our digital systems.
Special category data only where strictly necessary and where a lawful condition applies, for example if you voluntarily provide information relevant to accessibility or health-related access arrangements.

We aim to collect only the information that is necessary for delivering tenancy cleaning services, managing customer relationships, meeting legal obligations, and maintaining our records.

3. How We Use Your Data

We use personal data for the following purposes:

to provide and manage tenancy cleaning services;
to process bookings, confirmations, and service arrangements;
to communicate with you about your appointment, property access, or service changes;
to issue invoices, process payments, and manage accounting records;
to respond to enquiries, complaints, and customer support requests;
to improve our services, quality control, and internal training;
to comply with legal, regulatory, tax, and insurance requirements;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons we collected it, unless we have a valid lawful basis and, where required, your consent.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the circumstances, we may rely on one or more of the following bases:

Contract – processing is necessary to enter into or perform a contract with you, such as providing cleaning services, managing bookings, and handling payment-related matters.
Legal obligation – processing is necessary to comply with legal duties, including tax, accounting, and record-keeping obligations.
Legitimate interests – processing is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service improvement, administration, fraud prevention, and business record management.
Consent – where required by law, we will ask for your consent before processing certain data, and you can withdraw that consent at any time.

Where we rely on legitimate interests, we assess the impact on your rights and apply appropriate safeguards. If we rely on consent, it will be freely given, specific, informed, and unambiguous.

5. Data Sharing and Processors

We may share your personal data with trusted third parties that help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share data when necessary and only with appropriate safeguards in place.

Examples of processors may include:

accounting and bookkeeping providers;
payment processing services;
customer management or scheduling systems;
IT support, cloud storage, and data backup providers;
communication service providers used to send service updates;
professional advisers such as auditors or legal advisers where necessary.

All processors are required to handle personal data securely, use it only on our instructions, and comply with data protection law. We do not sell personal data. If disclosure is required by law, court order, or a regulatory authority, we may share information to the extent necessary.

6. Data Retention

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

Customer and service records are generally retained for as long as needed to manage the service relationship and resolve any queries or disputes.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable period to help with customer support, quality assurance, or legal claims.
Where data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

We regularly review the data we hold to ensure it is not kept for longer than necessary. When retention periods expire, data is removed securely and responsibly.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis. While we work to safeguard your data, no system can be guaranteed completely secure.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms designed to protect your information.

9. Your Rights

You have rights in relation to your personal data. Subject to legal limitations, these may include the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict how we use your data in certain circumstances;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us in a structured, commonly used format where applicable;
withdraw consent at any time where processing is based on consent;
make a complaint to the relevant data protection authority if you believe your rights have been infringed.

To protect your privacy, we may need to verify your identity before responding to a rights request. We will respond within the time limits required by law and will keep you informed if additional time is needed.

10. Children’s Data

Our services are intended for adults and property-related customers. We do not knowingly collect personal data from children unless it is incidental and necessary in relation to a service request or legal obligation. If we become aware that we have collected data from a child without a valid basis, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updates will take effect once published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how we process your data.

12. Summary of Key Principles

In handling personal data, Tenancy Cleaning follows the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We aim to process information in a way that is necessary, proportionate, and respectful of your rights.

This Privacy Policy is intended to explain our approach clearly and in plain language. By using our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable data protection law.