Privacy Policy - Endoftenancy Cleaners

This Privacy Policy explains how Endoftenancy Cleaners collects, uses, stores, shares, and protects personal data when providing end-of-tenancy cleaning services. It applies to all Endoftenancy Cleaners customers in area, including prospective customers, current customers, and anyone who communicates with us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Endoftenancy Cleaners provides professional cleaning services for rented properties, homes, and related premises at the end of a tenancy. In the course of delivering these services, we may process personal data belonging to customers, tenants, landlords, letting agents, property managers, and other relevant individuals.

We only collect data that is necessary for managing bookings, carrying out services, processing payments, responding to enquiries, maintaining records, and meeting legal obligations.

2. Personal Data We Collect

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

Identity data: name, title, and, where relevant, business or company name.
Contact data: address, email address, telephone number, and service address.
Booking and service data: appointment details, property access instructions, service notes, cleaning preferences, and communications about the work requested.
Payment data: billing details, payment status, and transaction records. We do not store full card details unless this is strictly necessary and secure.
Technical data: limited information such as IP address or device details if you contact us through digital channels, used for security and operational purposes.
Correspondence data: messages, complaints, feedback, and records of communication with us.
Property-related data: instructions concerning keys, entry arrangements, inventory notes, and cleaning specifications.

We do not intentionally collect special category data unless you choose to provide it and it is relevant to the service. Please avoid sharing unnecessary sensitive information.

3. How We Use Your 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 service updates, changes, or issues;
to process invoices and payments;
to handle complaints, refunds, and after-service support;
to maintain service records and internal administration;
to comply with legal, tax, accounting, and regulatory obligations;
to improve our services, quality control, and operational efficiency;
to protect against fraud, misuse, or unauthorised access.

We process data only to the extent needed for these purposes and do not use personal data for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Depending on the circumstances, Endoftenancy Cleaners relies on one or more of the following:

4.1 Performance of a Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging and delivering cleaning services, confirming bookings, invoicing, and carrying out agreed tasks at the property.

4.2 Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include managing business operations, retaining service records, preventing fraud, improving service quality, and responding to customer queries.

4.3 Legal Obligation

We may retain and process data where required to meet legal obligations, including tax law, accounting standards, insurance requirements, and record-keeping duties.

4.4 Consent

In some situations, we may rely on your consent, for example where optional marketing communications are involved or where you provide additional data not required for service delivery. When we rely on consent, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, independent controllers. We only share the minimum data necessary and require appropriate safeguards.

Processors may include:

Payment providers who process transactions securely;
IT and cloud service providers who host data, manage systems, or support secure communication;
Accounting and bookkeeping providers who assist with financial records and tax compliance;
Scheduling and business administration tools used to manage bookings and service delivery;
Customer support tools that help us manage queries and service records;
Insurance providers, legal advisers, or regulators where disclosure is necessary for compliance, claims, or legal matters.

We require processors to handle data securely, use it only on our instructions, and apply appropriate technical and organisational measures. We do not sell personal data.

6. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy, including legal, accounting, and operational needs. The retention period depends on the type of data and why it was collected.

Booking and service records: kept for a period necessary to manage follow-up, disputes, and business administration.
Financial and tax records: retained for the period required by law.
Correspondence and complaints: retained long enough to resolve issues and maintain evidence of communication.
Marketing preferences: retained until you withdraw consent or opt out.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We take appropriate measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis.

While no system is completely secure, we work to protect your data using reasonable and proportionate safeguards.

8. International Transfers

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

9. Your Rights

Under data protection law, you have important rights regarding your personal data. Subject to legal limits, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we process your data;
object to processing based on legitimate interests;
data portability for data you provided to us where applicable;
withdraw consent where processing is based on consent;
raise a concern with a supervisory authority if you believe your rights have been infringed.

To help protect your privacy, we may need to verify your identity before acting on a request. Some rights may not apply in every situation, particularly where we must retain information to comply with legal obligations or establish, exercise, or defend legal claims.

10. Marketing Communications

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. Operational messages relating to your booking, payment, or service delivery are not marketing and may still be sent where necessary.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided incidentally and is necessary for a booking or property-related arrangement. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete it where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data-handling practices. Any updated version will apply from the date of publication or implementation, as appropriate. We encourage you to review this policy periodically to stay informed about how we handle personal data.

13. Summary of Our Commitment

Endoftenancy Cleaners is committed to protecting personal data and respecting privacy. We collect only the information we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or when required by law. We aim to ensure that all customers in area receive services with transparency, security, and respect for their data protection rights.