Privacy Policy - Harrow Cleaner

Last updated: May 2026

This Privacy Policy explains how Harrow Cleaner collects, uses, stores, shares, and protects personal data. It applies to all Harrow Cleaner customers in the area, including anyone who enquires about, books, receives, or pays for our cleaning services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who we are

Harrow Cleaner provides domestic and commercial cleaning services. In the course of delivering these services, we may process personal data relating to customers, prospective customers, household members, property occupants, and authorised representatives. We act as a data controller for the personal information we determine the purposes and means of processing.

2. Personal data we collect

We only collect data that is relevant and necessary for our services, communication, administration, and legal obligations. The categories of personal data we may collect include:

Identity information such as name, title, and, where needed, business or household details;
Contact information such as address, email address, telephone number, and preferred communication method;
Service information such as booking details, service history, cleaning preferences, instructions, property access notes, and service feedback;
Payment information such as payment status, invoicing records, billing address, and transaction reference data; we do not store more payment data than necessary;
Communication records such as emails, messages, notes from calls, complaints, and correspondence relating to appointments or service issues;
Technical data where applicable, such as basic device or usage information when you interact with our digital systems or forms;
Special category data only where you voluntarily provide it and only if it is necessary, for example health-related access requirements, in which case we apply additional safeguards.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, complete forms, or provide information during service delivery. In some cases, information may be provided by someone acting on your behalf, such as a family member, property manager, tenant, landlord, or authorised representative.

3. How we use your data

Harrow Cleaner uses personal data to operate effectively and provide a reliable service. The main purposes for processing include:

handling enquiries, quotations, and bookings;
managing appointments, scheduling, and service delivery;
maintaining customer records and preferences;
processing payments, refunds, and account-related administration;
communicating about service updates, changes, complaints, and follow-up matters;
meeting legal, accounting, insurance, and regulatory obligations;
protecting our business, staff, customers, and property from fraud, misuse, or security risks;
improving our services, internal processes, and customer experience.

We only process personal data in ways that are compatible with the reason it was collected, unless we have a lawful basis to do otherwise.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Harrow Cleaner relies on the following lawful bases, depending on the context:

Performance of a contract

We process personal data when it is necessary to provide a quote, arrange a booking, carry out cleaning services, administer an account, or take steps at your request before entering into a contract.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing bookings, maintaining service quality, securing our operations, responding to queries, and keeping limited internal records.

Legal obligation

We may process data where we must comply with legal requirements, such as tax, accounting, insurance, fraud prevention, or record-keeping obligations.

Consent

Where required, especially for certain types of optional communication or special category information, we rely on your consent. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests

In rare cases, we may process information to protect someone’s vital interests, for example if emergency assistance is necessary and relevant information must be shared.

5. Data sharing and processors

We may share personal data with trusted third parties who assist us in delivering services or running our business. These parties act as processors or, in some cases, independent controllers. We only share data when necessary and we require appropriate confidentiality and data protection safeguards.

Processors may include:

Payment service providers who process transactions securely;
Booking and scheduling systems used to manage appointments and service records;
IT and cloud hosting providers that support email, storage, or business administration;
Accounting and invoicing tools used for financial records and compliance;
Customer communication platforms used for messages, reminders, or service updates;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Public authorities or regulators where required by law.

We do not sell personal data. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or standard contractual clauses, where legally required.

6. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of data and the reason for holding it.

Customer and booking records are generally kept for the duration of the customer relationship and for a reasonable period afterwards;
Financial and tax records are kept for the period required by accounting and tax laws;
Correspondence and service notes are retained for as long as needed to resolve queries, maintain accurate records, or defend legal claims;
Consent records are kept while consent remains valid and for an appropriate period after withdrawal to demonstrate compliance;
Security-related records may be retained longer where necessary to prevent fraud, investigate incidents, or protect legal rights.

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

7. Your rights

As a data subject under UK GDPR, you have important rights regarding your personal data. Subject to legal limits and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you have provided to us, where applicable;
Withdraw consent where processing is based on consent;
Complain to the relevant data protection authority if you believe your rights have been breached.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law and will provide clear information about any action taken.

8. Data security

We use appropriate technical and organisational measures to safeguard personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we work to keep your information protected and only accessible to authorised persons who need it for legitimate business purposes.

9. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is incidental to service provision and provided by a responsible adult. If we become aware that we have collected information from a child without appropriate authorisation, we will take reasonable steps to delete it or obtain valid permission where lawful.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any revised version will apply from the date of publication. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of our approach

In summary, Harrow Cleaner collects only the personal data needed to provide and manage our services, processes it on clear lawful bases, retains it only as long as necessary, shares it only with trusted processors and other parties where justified, and respects your rights under data protection law. This policy is intended to provide transparent and fair handling of personal information for all Harrow Cleaner customers in the area.