Privacy Policy - Move Out Cleaning

This Privacy Policy explains how Move Out Cleaning collects, uses, shares, stores, and protects personal data when providing services to customers in our area. It applies to all Move Out Cleaning customers in area, including prospective customers, current customers, and individuals who interact with us in connection with a booking, quotation, service delivery, payment, or complaint. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018, where applicable.

1. Who We Are

Move Out Cleaning provides move-out, end-of-tenancy, and related cleaning services. In the context of this policy, we act as a data controller for the personal data we collect and determine the purposes and means of processing. This means we decide why and how your data is used, subject to the legal requirements that apply to us.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity information such as your name.
Contact information such as your address, email address, and telephone number.
Service details such as property address, cleaning requirements, booking date, access instructions, and service preferences.
Transaction information such as invoice details, payment status, and records of services purchased.
Communication records such as emails, messages, complaints, feedback, and notes from customer interactions.
Technical information where relevant, such as basic device or usage data if you contact us through digital channels.
Special category data only where necessary and limited, for example if you voluntarily provide information that reveals health-related access needs or other sensitive circumstances. We process such data only when a lawful basis applies and appropriate safeguards are in place.

We do not intentionally collect more data than is needed for the stated purpose. If we receive personal data that is not required, we will handle it appropriately and may delete or anonymise it.

3. How We Collect Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or other channels;
provide instructions for access or service delivery;
submit feedback, a complaint, or a request;
make a payment or discuss billing issues.

We may also collect data indirectly from third parties where necessary, such as property managers, letting agents, landlords, tenants, or payment providers, when they are involved in arranging or paying for services. In such cases, we will only use the information for the purpose for which it was provided and in line with applicable law.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under data protection law. Depending on the context, our lawful bases may include:

Contract – when processing is necessary to provide a quote, arrange a booking, perform cleaning services, manage invoices, or complete related customer support.
Legitimate interests – when we use data to manage and improve our services, prevent fraud, maintain business records, respond to enquiries, or handle complaints, provided these interests are not overridden by your rights and freedoms.
Legal obligation – when we must keep records for tax, accounting, insurance, or regulatory compliance purposes.
Consent – where required, such as for certain optional communications or where special category data is involved and no other lawful basis applies.

We do not rely on consent where another lawful basis is more appropriate. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to carry out cleaning services at the requested property;
to communicate with customers about service details, changes, or follow-up;
to issue invoices, process payments, and maintain financial records;
to address complaints, service issues, and requests for support;
to improve service quality, train staff, and review customer satisfaction;
to meet legal, tax, accounting, and insurance obligations;
to protect our business, customers, and staff from misuse, fraud, or security incidents.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These third parties act as processors or, in some cases, independent controllers. We require appropriate contractual and security safeguards before sharing data.

Processors we may use

Payment processors that handle card or electronic payments.
Booking and scheduling providers that support appointment management.
IT and cloud service providers that store or host business records and communications.
Accounting and bookkeeping providers that assist with invoices, tax, and financial administration.
Communication service providers that support email, messaging, or telephone systems.

We may also disclose data to:

public authorities, regulators, or law enforcement where required by law;
professional advisers such as accountants, auditors, or legal advisers;
property owners, landlords, letting agents, or tenants where necessary to perform the service requested.

Where a third party processes data on our behalf, they may only act on our instructions and must keep the information secure and confidential.

7. International Transfers

If any service provider processes personal data outside the UK or European Economic Area, we will ensure appropriate transfer safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. We take reasonable steps to make sure transferred data remains protected to a standard consistent with applicable law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records are retained for as long as needed to manage the service relationship and handle any follow-up issues.
Financial and tax records are retained for the period required by law.
Complaint and correspondence records are kept as long as needed to resolve disputes and maintain business records.
Special category data, if collected, is retained only for the shortest time necessary and then deleted or anonymised.

When data is no longer required, we will securely delete, destroy, or anonymise it.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and limited access on a need-to-know basis. While no system can be guaranteed to be completely secure, we review our safeguards regularly and work to reduce risk.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data where there is no lawful reason for us to keep it.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve the matter promptly.

11. Children’s Data

Our services are intended for adults and business-related service arrangements. We do not knowingly collect personal data from children unless it is necessary in an exceptional circumstance and with appropriate legal grounds. If we become aware that we have collected such data without a valid reason, we will take steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we handle personal data. Any updated version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Move Out Cleaning respects your privacy and aims to process personal data responsibly, transparently, and securely. We collect only what we need, use it for clear and lawful purposes, share it only when necessary with trusted processors, and keep it only for as long as required. We also recognise and support your rights under data protection law.