Privacy Policy - Endoftenancy Cleaning

This Privacy Policy explains how Endoftenancy Cleaning collects, uses, stores, shares, and protects personal data when providing our services. It applies to all Endoftenancy Cleaning 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 accordance with the UK GDPR and the Data Protection Act 2018, and to ensuring your information is treated fairly, lawfully, and transparently.

1. Who We Are

Endoftenancy Cleaning provides professional cleaning services for homes, rental properties, and other premises at the end of a tenancy. In order to deliver our services, manage bookings, process payments, and respond to enquiries, we may collect and use personal data. For the purposes of data protection law, Endoftenancy Cleaning acts as the data controller for the personal data described in this policy, unless otherwise stated.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for our business activities. The information we may collect includes:

Identity information such as your name, title, and company name if you represent a business.
Contact details such as your address, email address, and telephone number.
Service details including property address, cleaning requirements, booking dates, access instructions, and service preferences.
Payment information such as billing details and transaction records.
Communication records including emails, messages, notes from calls, and feedback.
Technical information if you use our digital systems, such as IP address, device information, and usage data where applicable.
Images or property-related information that may be needed to assess cleaning requirements or document completed work.

We do not intentionally collect special category data unless it is necessary and lawful to do so, and if such data is ever provided to us, it will be handled with additional care and only where a lawful basis exists.

3. How We Use Your Data

We use personal data for clearly defined business purposes, including:

To provide cleaning services and manage bookings.
To confirm appointments, access arrangements, and job requirements.
To process payments and maintain financial records.
To communicate with you before, during, and after service delivery.
To resolve complaints, disputes, or service issues.
To improve our services, quality control, and customer experience.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud or misuse.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and we are permitted to do so under data protection law.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing your personal data. Depending on the circumstances, Endoftenancy Cleaning relies on the following lawful bases:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, and carrying out cleaning work.

Legal Obligation

We may process personal data when required to comply with legal obligations, including accounting, tax, record-keeping, and other regulatory requirements.

Legitimate Interests

We may process your data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, responding to enquiries, preventing fraud, and maintaining service records.

Consent

In limited situations, we may rely on your consent, for example where you have explicitly agreed to receive certain optional communications or where consent is the most appropriate basis for a particular processing activity. You may withdraw consent at any time where processing is based on consent.

5. Sharing Your Personal Data

We may share your personal data with trusted third parties where necessary to deliver our services or manage our business. These recipients may act as processors or, in some cases, independent controllers. They may include:

Payment service providers that process transactions securely.
IT and cloud service providers that support our systems, storage, and communications.
Booking, administration, and scheduling tools used to organise services.
Accountants or professional advisers where needed for tax, legal, or compliance purposes.
Insurance providers in the event of a claim or incident.
Public authorities where disclosure is required by law.

We require processors to handle personal data securely, use it only on our instructions, and comply with data protection requirements. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, and to meet legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason it is held.

Typical retention practices may include:

Customer and service records retained for the period required to manage the relationship and address any queries or disputes.
Financial and transaction records retained for the time required under tax and accounting laws.
Communication records retained for as long as needed to maintain service history or resolve issues.
Operational information retained for short periods unless needed longer for legal or business purposes.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, staff awareness, and data minimisation. While no system can be guaranteed to be completely secure, we work to ensure that your information is handled responsibly and protected to a high standard.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in different situations, subject to legal conditions and exemptions. They include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for data you have provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights relating to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will consider your request in line with applicable data protection law. We may need to verify your identity before responding to certain requests.

9. Children’s Data

Our services are intended for adults and property-related clients. We do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have inadvertently collected such data, we will take appropriate steps to delete or protect it, unless retention is required by law.

10. Cookies and Similar Technologies

If we use websites, online forms, or digital booking tools, those systems may use cookies or similar technologies to improve functionality, analyse usage, or support security. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. Any such use will remain limited to what is necessary and lawful.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. The most current version will apply to your use of our services. We encourage you to review this policy periodically so that you remain informed about how your personal data is handled.

12. Fair and Transparent Use of Data

We believe in using personal data in a way that is fair, necessary, and proportionate. We do not sell personal data, and we do not use it for purposes that would be unexpected or unreasonable in relation to our cleaning services. Our aim is to keep data collection limited to what is needed to provide a reliable, professional, and compliant service.

This Privacy Policy is intended to give you clear information about how Endoftenancy Cleaning processes personal data and the rights available to you under GDPR.

By using our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable law.