End of Tenancy Cleans Customer Privacy Policy

This Privacy Policy explains how End of Tenancy Cleans collects, uses, stores, and protects personal data relating to customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

By booking an end of tenancy clean or making an enquiry, you acknowledge that you have read and understood this Privacy Policy as it applies to all End of Tenancy Cleans customers in the area we serve.

Scope of this Privacy Policy

This Privacy Policy applies to all personal data processed by End of Tenancy Cleans about individual customers, prospective customers, and individuals acting on behalf of landlords, tenants, letting agents, or property managers within our service area. It covers personal data collected through direct contact, telephone, messaging, online forms, and any other method used to arrange or manage our end of tenancy cleaning services.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, or book a service:

Identification and contact details, such as your full name and preferred contact details. Property and booking information, such as the property address, type and size of property, access instructions, desired date and time of cleaning, and any relevant notes about the condition of the property. Billing and payment information, such as payment confirmations, invoice details, and records of payments made. Communication records, such as messages, enquiries, complaints, feedback, and any communication you have with us about your booking or our services. Service delivery information, such as records of services provided, before and after job notes, and any follow up actions.

We do not intentionally collect special category data about you, such as health information, unless you choose to provide it where it is directly relevant to the cleaning work, and only to the extent necessary to deliver our service safely and appropriately.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in relation to an end of tenancy clean. We may also receive personal data from third parties where they are arranging a clean on your behalf, for example from landlords, letting agents, or property managers who provide your contact and property details to us in order to arrange the service.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: To take steps at your request before entering into a contract and to perform our contract with you, including providing quotes, confirming bookings, carrying out cleans, issuing invoices, and managing related communications. Legal obligation: To comply with legal and regulatory requirements, such as maintaining appropriate business records for tax, accounting, and other lawful purposes, and responding to lawful requests from public authorities. Legitimate interests: To pursue our legitimate business interests in operating, managing, and improving our end of tenancy cleaning services, including handling enquiries, managing customer relationships, maintaining business records, and protecting our rights. When we rely on legitimate interests, we consider your interests and rights and ensure they do not override our interests.

Where we rely on consent as a lawful basis, we will ask you clearly and specifically for it, and you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, creating and confirming bookings, performing cleans, and arranging access to properties. To communicate with you about your booking, including confirmations, reminders, updates, and follow up messages. To manage payments and billing, including issuing invoices, processing payments through selected payment providers, and keeping financial records. To manage customer relationships, including resolving issues, handling complaints, and receiving feedback about our services. To operate and improve our business, including analysing service performance, training staff, and improving our processes and documentation. To comply with legal and regulatory obligations, including maintaining accurate records and responding to legitimate requests from public authorities.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet legal, accounting, and reporting requirements. In general:

Basic customer records, including contact details, property address, and service history, may be retained for a period that aligns with applicable limitation periods for legal claims and mandatory record keeping obligations. Financial and invoicing information is retained for the periods required by tax and accounting laws. Communication records and booking notes may be kept for a reasonable time after completion of the service in order to handle queries, complaints, or follow up work.

When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Data Processors and Third Parties

We may share your personal data with carefully selected third party service providers who act as data processors on our behalf. These may include:

Payment processors that handle card or electronic payments. Cloud storage or business administration providers that host our records, scheduling tools, or document management. Communication and messaging service providers used to send service confirmations or updates. Professional advisers, such as accountants, where necessary for business administration and compliance.

These processors are only permitted to use your personal data in accordance with our instructions, for the purposes outlined in this Privacy Policy, and are required to implement appropriate security measures. We do not sell your personal data.

We may also share limited personal data where necessary with third parties such as landlords, letting agents, or property managers involved in the tenancy, but only to the extent required to coordinate or verify the cleaning service.

International Data Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, or where data is stored on servers in other countries, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection laws. These safeguards may include the use of standard contractual clauses or reliance on adequacy decisions.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or damage. Measures may include access controls, secure storage, and staff awareness on handling customer information. While no system can be completely secure, we aim to ensure that the level of security is appropriate to the nature of the data and the risks associated with its processing.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions, you may have the right to:

Access the personal data we hold about you and receive a copy of it. Request correction of inaccurate or incomplete personal data. Request deletion of your personal data where there is no good reason for us to continue processing it. Object to processing where we rely on legitimate interests and you believe your interests or fundamental rights and freedoms override those interests. Request restriction of processing in certain circumstances, for example while we verify the accuracy of data that you believe is incorrect. Request the transfer of your personal data to you or to another organisation in a structured, commonly used, machine readable format where technically feasible.

Where we process personal data based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is made available. We recommend reviewing this Privacy Policy periodically to stay informed about how we protect your personal data.