Privacy Policy - Brixton Cleaner

This Privacy Policy explains how Brixton Cleaner collects, uses, stores, shares, and protects personal data in connection with the cleaning services we provide. It applies to all Brixton Cleaner customers in the area, including prospective customers, current customers, and individuals who contact us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are and the scope of this policy

Brixton Cleaner provides domestic and commercial cleaning services. In the course of delivering these services, we may process personal data relating to customers, property occupants, billing contacts, service recipients, and, where relevant, employees or representatives of business clients. This policy explains what data we collect, why we collect it, the lawful basis we rely on, how long we keep it, which processors may handle it on our behalf, and the rights available to individuals.

We only collect data that is necessary for legitimate business, service, legal, and operational purposes.

2. Data we collect

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

Identity details such as name, title, and, where applicable, business role or job title.
Contact details such as telephone number, email address, and service address.
Service information such as cleaning preferences, booking history, service instructions, access notes, and frequency of visits.
Billing and payment information such as invoicing details, payment status, and transaction records. We do not intentionally store full card details unless processed securely by a payment provider.
Communication data such as messages, complaint details, feedback, and correspondence.
Technical and usage data where applicable, including IP address or device-related information collected through standard website or communication tools.
Special category data only if you choose to share it with us and only where it is necessary for service delivery, such as accessibility needs, health-related access notes, or specific property sensitivities. We process this data with additional care and safeguards.

We do not seek to collect unnecessary personal information. If you provide information beyond what is required, we will only use it where there is a valid and lawful reason to do so.

3. How we use personal data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver cleaning services;
to communicate about appointments, changes, and service issues;
to issue invoices, process payments, and maintain accounts;
to manage customer relationships and service quality;
to handle complaints, disputes, and claims;
to maintain records required for tax, accounting, insurance, and legal compliance;
to improve our services, internal processes, and customer experience;
to protect against fraud, misuse, or security incidents;
to comply with applicable legal obligations.

We do not sell personal data.

4. Lawful basis for processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, providing services, communicating service details, and managing payments.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing our business, improving services, preventing fraud, keeping records, and responding to customer enquiries. We ensure that any such processing is proportionate and limited to what is necessary.

Legal obligation

We may process personal data to meet legal and regulatory obligations, including tax, accounting, employment, health and safety, and record-keeping requirements.

Consent

Where required, we rely on your consent, particularly for certain optional communications or the handling of special category information not otherwise justified by another lawful basis. You may withdraw consent at any time, where consent is the basis for processing.

Vital interests and public interest

These bases are unlikely to apply in routine service delivery, but may be relevant in exceptional circumstances where necessary to protect life, safety, or comply with a public function.

5. Sharing data and processors

We may share personal data with trusted third parties that help us operate our business. These parties act as processors or independent controllers depending on the service they provide.

Processors may include:

Payment processors for secure payment handling and transaction management;
Accounting and invoicing providers for bookkeeping, tax, and financial administration;
Scheduling and customer management tools used to organise appointments and service records;
IT and cloud service providers that host systems, store records, or support communications;
Professional advisers such as accountants, insurers, or legal advisers, where needed;
Regulators, authorities, or courts where disclosure is required by law or necessary to establish, exercise, or defend legal claims.

Where processors are used, we require them to handle personal data securely and only in accordance with our instructions. They must not use the data for their own purposes unless they are acting as an independent controller under their own legal obligations.

We do not share personal data with unauthorised third parties.

6. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, and in line with legal, accounting, and operational requirements. Retention periods vary depending on the type of information and the reason for processing.

Customer service records are typically retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are usually retained for the period required by applicable law.
Complaint and dispute records may be retained longer where needed to resolve issues or defend legal claims.
General enquiry data that does not lead to a service booking is kept only for a limited period unless further retention is justified.

When data is no longer needed, we will securely delete it, anonymise it, or archive it where appropriate.

7. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, restricted permissions, and staff confidentiality obligations. While no system is completely secure, we take reasonable steps to reduce risk and handle information responsibly.

8. Your rights

Under data protection law, you have rights in relation to your personal data. Depending on the circumstances, these may include:

Right of access – to obtain confirmation and a copy of the personal data we hold about you;
Right to rectification – to request correction of inaccurate or incomplete data;
Right to erasure – to ask us to delete personal data in certain situations;
Right to restriction – to request limited use of your data in certain cases;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have not been respected.

We may need to verify your identity before responding to a rights request. Some rights are subject to legal exceptions and may not apply in every situation.

9. International transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure that appropriate safeguards are in place to protect the data in line with applicable law.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, service operations, or data processing practices. Any updated version will apply to ongoing processing from the date it is issued. We encourage customers in the area to review this policy periodically to stay informed about how their data is handled.

11. Summary of our approach

Brixton Cleaner is committed to using personal data responsibly, transparently, and only where necessary. We collect the minimum information needed to deliver our services, rely on clear lawful bases, limit retention, work only with trusted processors, and respect the rights of every individual whose data we process.