Privacy Policy - Cleaner Bow

This Privacy Policy explains how Cleaner Bow collects, uses, stores, shares, and protects personal data in connection with our services. It applies to all Cleaner Bow customers in the area, including anyone who requests, receives, enquires about, or pays for our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaner Bow provides cleaning services to residential and commercial customers in the area. For the purposes of data protection law, Cleaner Bow acts as the data controller for personal data collected in connection with our services. This means we decide how and why your personal data is used.

2. Information We Collect

We only collect personal data that is necessary for providing and managing our services, responding to enquiries, fulfilling legal obligations, and improving customer experience. The types of data we may collect include:

Identity data, such as your name and title.
Contact data, such as your address, email address, and phone number.
Service data, such as cleaning preferences, property access instructions, appointment history, and service notes.
Payment data, such as billing details and payment confirmation records. We do not store full card details unless this is required through a secure payment provider.
Communication data, including messages, feedback, complaints, and any records of correspondence with us.
Technical data, such as basic website or device information if you interact with our online services, where applicable.
Special category data only where you choose to provide it and where it is necessary, for example information about accessibility needs or health-related access requirements. We only process this with appropriate legal safeguards.

We do not intentionally collect more information than is needed. If you provide data about another person, you must ensure that you have the right to do so.

3. How We Use Personal Data

Cleaner Bow uses personal data for the following purposes:

To provide and manage cleaning services.
To schedule appointments and manage customer accounts or bookings.
To communicate with you about enquiries, changes, service updates, or complaints.
To issue invoices, process payments, and maintain financial records.
To meet legal, tax, accounting, and regulatory obligations.
To maintain service quality, train staff, and support internal administration.
To prevent fraud, misuse, or security incidents.
To improve our services, provided this does not override your rights and freedoms.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose is appropriate and lawful.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Cleaner Bow relies on the following lawful bases:

Performance of a Contract

We process data where it is necessary to enter into or perform a contract with you, such as taking bookings, delivering services, handling payments, and managing service-related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving service delivery, protecting our business, and maintaining security.

Legal Obligation

We may process and retain certain data to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Consent

Where required, we may ask for your consent to process certain data, such as optional communication preferences or special category data that you voluntarily provide. You may withdraw consent at any time where consent is the lawful basis for processing.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, for example if necessary in an emergency.

5. Sharing Personal Data and Processors

Cleaner Bow may share personal data with trusted third parties when necessary and only where appropriate safeguards are in place. These third parties may act as processors on our behalf or, in some cases, as independent controllers.

Examples of processors and service providers may include:

Payment processors, which handle secure payment transactions.
IT and cloud service providers, which support storage, email, and service management systems.
Accounting and bookkeeping providers, which help with invoicing, tax, and financial administration.
Scheduling or CRM tools, which support appointment management and customer records.
Professional advisers, such as lawyers, insurers, or auditors, where required.
Public authorities, where disclosure is required by law or to protect legal rights.

We require processors to act only on our instructions, to keep data secure, and to comply with data protection law. We do not sell your personal data.

6. International Transfers

If any of our processors store or access personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this policy, and no longer than required by law. Retention periods depend on the type of information and why we hold it.

Customer and service records are kept for the duration of the relationship and for a reasonable period afterwards to resolve queries or disputes.
Financial and invoicing records are kept for the period required by tax and accounting law.
Communication records may be retained for as long as needed to manage service issues, training, or legal claims.
Consent-based data is kept until you withdraw consent or until it is no longer needed for the purpose originally agreed.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

Cleaner Bow takes reasonable technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and restricted permissions.

However, no system can be guaranteed to be completely secure. We therefore encourage you to share only the information that is necessary and to notify us promptly if you believe any information has been disclosed improperly.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always respond appropriately and transparently.

Right of access — you can request a copy of the personal data we hold about you.
Right to rectification — you can ask us to correct inaccurate or incomplete data.
Right to erasure — you can ask us to delete your personal data in certain circumstances.
Right to restriction — you can request that we limit how we use your data in certain situations.
Right to object — you can object to processing based on legitimate interests or direct marketing.
Right to data portability — you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the time limits required by law.

10. Children’s Data

Our services are not directed to children. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer and handled lawfully. If we become aware that we have collected data from a child without an appropriate lawful basis, we will take steps to delete it.

11. Automated Decision-Making

Cleaner Bow does not use automated decision-making that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and provide clear information about how such processing works and your rights in relation to it.

12. 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 handling practices. Any revised version will apply from the date it is published, unless stated otherwise. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Cleaner Bow is committed to collecting only the personal data we need, using it fairly, keeping it secure, and retaining it only for as long as necessary. We process personal data on clear lawful grounds, work with trusted processors under proper safeguards, and respect the rights of all customers in the area. Transparency, accountability, and privacy by design are central to the way we operate.

By using Cleaner Bow services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.