Soho Cleaners Privacy Policy
This Privacy Policy explains how Soho Cleaners collects, uses, stores and protects personal data relating to our customers in the service area in which we operate. It applies to all Soho Cleaners customers who use our services, whether contacting us in person, by post, or through any other communication channel. We are committed to complying with the General Data Protection Regulation and applicable data protection laws.
Who We Are and Scope of This Policy
Soho Cleaners provides cleaning and related services to customers in our operating area. In doing so, we act as a data controller for the personal data we collect about our customers. This Privacy Policy applies to all personal data that we process about customers, prospective customers and individuals acting on behalf of business customers located in our service area.
Types of Personal Data We Collect
We may collect and process different categories of personal data, depending on how you engage with us and the services you request. These categories may include:
Identity and contact details such as name, title, address, and preferred method of contact.
Service information such as details of the services you request, property access instructions provided by you, and any preferences or notes you share with us regarding your cleaning or related services.
Booking and transaction details such as appointment dates and times, records of completed services, amounts charged, payment status, and method of payment. We do not store full payment card details; these are processed by our payment service providers.
Communication records such as enquiries, feedback, complaints, and any correspondence with us, including dates, content and outcomes.
Technical and usage data where relevant, such as information about how you interact with our online booking tools or digital forms, including date and time of requests and basic device or browser information if supplied by your device.
How We Collect Personal Data
We collect personal data directly from you when you contact us to request a quote, book a service, or communicate with us in any way. This may be in person, by post, or through any other method you choose.
We may also receive personal data indirectly when someone makes a booking on your behalf or when a business customer provides your details as their contact person. In these cases, we expect the person providing your details to do so lawfully and to have informed you about this Privacy Policy.
Lawful Bases for Processing Your Data
We only process personal data where we have a lawful basis under data protection law. The lawful bases we rely on typically include:
Contract: We process personal data when it is necessary to enter into or perform a contract with you, for example to provide cleaning services, manage bookings, take payment, and communicate about your service.
Legal obligation: We process data where required to comply with legal obligations, such as record-keeping, tax and accounting requirements, or responding to requests from competent authorities where we are legally required to do so.
Legitimate interests: We process data where it is necessary for our legitimate interests as a business, and where these interests are not overridden by your rights and freedoms. These interests include managing our operations, improving our services, handling customer queries, protecting our business from fraud or misuse, and maintaining accurate internal records.
Consent: In some limited cases, we may rely on your consent, for example for certain types of marketing communications or where no other lawful basis is appropriate. Where processing is based on consent, you can withdraw that consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage cleaning and related services, including creating and confirming bookings, attending your premises, and tailoring services to your instructions and preferences.
To communicate with you, for example to confirm or rearrange appointments, respond to enquiries, request feedback, or notify you of important changes to our terms or this Privacy Policy.
To manage payments and accounts, including issuing invoices, processing payments via our chosen payment providers, and dealing with queries relating to charges or billing.
To manage our business operations, such as planning staff schedules, monitoring service quality, training team members, and maintaining internal records and reports.
To meet legal and regulatory requirements, including maintaining records for tax and accounting purposes and complying with lawful requests from authorities.
To protect our rights and interests, including preventing and investigating fraud, handling complaints or disputes, and enforcing our contractual terms.
Data Sharing and Use of Processors
We do not sell your personal data. However, we may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
We may engage service providers that act as data processors on our behalf. These may include companies providing payment processing, accounting or bookkeeping support, IT hosting and maintenance, scheduling or customer management tools, and document storage. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes we specify, and they are required to implement appropriate security measures.
We may also share personal data where required by law, such as with tax authorities, regulators, or law enforcement agencies, or where necessary to establish, exercise, or defend legal claims.
If we undergo a business reorganisation, merger or transfer, your personal data may be shared with relevant parties involved, subject to appropriate safeguards.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
In general, customer records, booking details and transaction information may be kept for a number of years after our last interaction with you, in line with applicable limitation periods and tax and accounting rules. Communication records and service notes are kept for as long as needed to address any queries, complaints or claims and to improve our services.
When personal data is no longer required, we will take reasonable steps to securely delete or anonymise it so that it can no longer be associated with identifiable individuals.
International Transfers
Where we engage processors or service providers that are located outside the United Kingdom or the European Economic Area, or that store data in other jurisdictions, we will ensure that appropriate safeguards are in place. These may include using countries that have been recognised as providing an adequate level of protection, or relying on approved contractual clauses or equivalent mechanisms. Further information on such safeguards can be made available upon request.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, staff training, secure storage solutions, and limiting access to personal data to those who need it for their role. While we take reasonable steps to secure your data, no method of transmission or storage can be guaranteed as completely secure.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data, subject to certain conditions. These include:
The right of access: You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.
The right to rectification: You can ask us to correct or complete any personal data that is inaccurate or incomplete.
The right to erasure: In certain circumstances, you can request that we delete your personal data. This is sometimes referred to as the right to be forgotten.
The right to restrict processing: You may ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or where you have objected to our use of it.
The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then stop processing unless we have compelling legitimate grounds that override your interests or where the processing is required for legal reasons.
The right to data portability: Where processing is based on consent or contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or transfer it to another controller where technically feasible.
The right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
How To Exercise Your Rights or Contact Us
If you wish to exercise any of your rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using your preferred method of communication. When you contact us, we may need to ask for additional information to confirm your identity before responding to your request.
If you are not satisfied with our response, you also have the right to lodge a complaint with your local data protection authority. We encourage you to contact us first so that we can try to resolve any concerns.
Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or legal requirements. Any updated version will be made available to customers and will apply from the date it is issued. We recommend that customers review this Privacy Policy periodically to stay informed about how we protect personal data.
