Privacy Policy - Brixton Cleaners

This Privacy Policy explains how Brixton Cleaners collects, uses, shares, stores, and protects personal data when providing cleaning services. It applies to all Brixton Cleaners customers in the Brixton area and to anyone who makes an enquiry, places an order, requests a quotation, or otherwise interacts with our services.

We are committed to handling personal data in a way that is lawful, fair, transparent, and secure. This policy is designed to meet the requirements of the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers in our service area, including residential and commercial clients, as well as prospective customers, suppliers, and individuals whose data may be processed as part of a booking, payment, or service delivery process. It also covers visitors who provide information through written, telephone, or digital communications.

By using our services, you acknowledge that your personal data may be processed in line with this policy.

2. Personal data we collect

We collect only the information necessary to provide our services efficiently and responsibly. The data we may collect includes:

Identity details such as your name and, where relevant, business name.
Contact details such as address, phone number, and email address.
Service information such as cleaning preferences, property access notes, scheduling details, and special instructions.
Payment information such as transaction records and payment status. We do not keep unnecessary card details where payment is processed securely by third parties.
Communication records including enquiries, complaints, feedback, and service-related correspondence.
Technical data such as basic website or device information if you contact us through digital channels, where applicable.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or unless another legal basis applies. For example, a customer may choose to share access or health-related information relevant to providing a safe and suitable service. In those cases, we handle it with additional care and only for the stated purpose.

3. How we use your data

We use personal data to deliver and manage cleaning services effectively. This includes:

processing quotations, bookings, and service requests;
managing access arrangements and customer preferences;
carrying out cleaning services safely and to the required standard;
handling payments, invoices, and account administration;
responding to questions, complaints, and feedback;
maintaining business records and service history;
meeting legal, accounting, and regulatory obligations;
protecting our business, staff, customers, and property.

We only use personal data for purposes that are compatible with the original reason it was collected. If we ever need to use data for a new purpose, we will ensure there is a valid legal basis.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, Brixton Cleaners may rely on one or more of the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, issuing invoices, and managing service delivery.

Legal obligation

We may process and retain certain records to comply with tax, accounting, employment, insurance, or regulatory obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights. This may include improving services, maintaining records, preventing fraud, and handling service communications.

Consent

In some cases, we may rely on your consent, particularly where processing is optional and not necessary for a contract or legal obligation. Where consent is used, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply in routine cleaning services, but may be relevant in exceptional circumstances where safety or urgent protection of an individual is involved.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law. Retention periods depend on the type of information and the reason it is held.

Typical retention may include:

Customer and service records retained for the period needed to manage the relationship and resolve any disputes.
Financial and tax records retained for the duration required by accounting and tax law.
Correspondence and complaints retained long enough to address the issue and maintain evidence of handling.
Consent-based data retained until consent is withdrawn or the data is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. We do not keep personal data indefinitely without a valid reason.

6. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors when they process data on our instructions and only for the purposes we specify.

Processors may include:

payment service providers who handle secure transactions;
accounting or bookkeeping providers;
software and scheduling platforms used for customer management;
IT support, hosting, or data storage providers;
professional advisers such as insurers, auditors, or legal advisers;
subcontractors or staff involved in delivering cleaning services, where necessary.

We require processors to take appropriate security measures and to process data only in accordance with our instructions and applicable law. We do not sell personal data.

We may also disclose data where required by law, court order, or lawful request from a public authority. If business assets are ever transferred or reorganised, relevant customer data may be shared with the parties involved, subject to appropriate protections.

7. Data security

We take reasonable and proportionate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and restricted handling of sensitive information.

However, no system is completely secure. While we strive to protect your data, we cannot guarantee absolute security. If a data breach occurs that is likely to affect your rights and freedoms, we will take appropriate steps in line with legal requirements.

8. Your rights

Under data protection law, you have a number of rights regarding your personal data. Subject to certain conditions and exemptions, these include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data where there is no lawful reason for us to keep it.
Right to restriction – to limit how we process your data in certain circumstances.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

Exercising your rights will not usually affect the quality of services already provided, but it may limit our ability to continue providing some services if key information is removed or restricted.

9. Children’s data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidental to a household booking or where an adult customer provides information necessary for service delivery. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

10. International transfers

If any service provider stores or processes data outside the United Kingdom, we will ensure appropriate safeguards are in place so that your personal data remains protected in accordance with applicable law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. The updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

12. Summary of our commitment

Brixton Cleaners respects your privacy and is committed to responsible data handling. We collect only the information we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where the law requires it. We aim to make our practices transparent and to support your rights at every stage.

This policy applies to all Brixton Cleaners customers in the Brixton area. By engaging our services, you can expect your personal data to be treated with care, confidentiality, and compliance.