Move Out Cleaning Customer Privacy Policy

This Privacy Policy explains how Move Out Cleaning collects, uses, stores, and protects personal data of its customers. It applies to all Move Out Cleaning customers in our service area and is designed to comply with the General Data Protection Regulation and applicable data protection laws.

Who We Are and Scope of This Policy

Move Out Cleaning provides professional end of tenancy and move-out cleaning services to residential and commercial customers. This Privacy Policy applies whenever you interact with us as a customer or potential customer, including when you request a quote, make a booking, receive services, or communicate with us in relation to these services.

By using our services, you acknowledge that you have read and understood this Privacy Policy. This Policy is separate from any contractual terms and conditions that may apply to the provision of cleaning services.

Categories of Personal Data We Collect

We collect and process only the personal data that is necessary for the purposes described in this Privacy Policy. The data we may collect includes the following categories.

Identification and contact details: name, title, postal address, service address, billing address, and other contact details such as username details for our booking system where applicable.

Service and booking information: details about the property to be cleaned, preferred time and date, access instructions where these are voluntarily provided, and notes about specific cleaning requirements.

Contract and transaction data: records of quotes provided, services ordered, service confirmations, invoices, payment status, and any applicable discount information. Payment card details are processed only by secure payment processors and are not stored by Move Out Cleaning, except to the limited extent necessary to confirm that a payment has been completed.

Communication data: information contained in messages you send to us, for example, booking enquiries, complaints, feedback, or other correspondence.

Technical and usage data: limited technical information related to the use of our online booking or enquiry tools, such as date and time of your enquiry, basic device data, and log information necessary for security and service diagnostics.

Lawful Basis for Processing Personal Data

Move Out Cleaning processes personal data only when we have a valid legal basis under the GDPR. Depending on the context, one or more of the following bases will apply.

Performance of a contract: we process identification, contact, and service details in order to provide our cleaning services, manage bookings, issue invoices, handle payments, and administer your customer account or booking record.

Compliance with legal obligations: we process certain financial and transaction data to meet our accounting, tax, and record-keeping obligations and to respond to lawful requests from public authorities.

Legitimate interests: we may process personal data as necessary for our legitimate interests, provided they are not overridden by your interests or fundamental rights and freedoms. These interests include improving our services, managing customer relationships, preventing fraud or misuse, protecting our business and property, and defending legal claims.

Consent: where required by law, for example for certain types of marketing communications, we will rely on your consent. You can withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of processing based on consent before its withdrawal.

How We Use Your Personal Data

We use personal data for the following purposes.

To provide and manage cleaning services: including confirming bookings, coordinating access to your property, carrying out the agreed services, and following up on any issues or queries related to the service.

To manage customer accounts and relationships: including handling enquiries, providing customer support, processing cancellations or amendments, recording your preferences where relevant, and managing any complaints.

To manage payments and billing: including issuing quotes, sending invoices, recording payments, and managing refunds where applicable.

To improve our services and operations: including reviewing feedback, analysing patterns in service requests, and ensuring the security and integrity of our systems.

To meet legal, regulatory, and risk management obligations: including maintaining appropriate business records, cooperating with regulatory authorities, and protecting our rights and those of our staff and customers.

Data Retention

Move Out Cleaning retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

Customer and booking records: basic identification, contact, and service information are generally kept for up to seven years after the end of the relevant financial year in which the last service was provided, to comply with tax and accounting obligations and to manage any potential legal claims.

Communication records: correspondence relating to enquiries, complaints, or feedback may be retained for up to six years after resolution, depending on the nature of the matter and any applicable legal requirements.

Technical and log data: basic usage and security-related logs are generally retained for shorter periods that are sufficient for security, troubleshooting, and audit purposes, typically not exceeding two years unless longer retention is required for the investigation of specific incidents.

When personal data is no longer required, it will be securely deleted, anonymised, or aggregated so that it can no longer be associated with an identifiable individual.

Data Processors and Sharing of Personal Data

Move Out Cleaning may share personal data with carefully selected third parties that act as data processors on our behalf. These processors process data only under our instructions and are contractually required to protect personal data and to use it solely for the agreed purposes.

Categories of processors include.

Payment processing providers that securely handle card payments and related financial transactions.

IT and hosting service providers that support our booking systems, communication tools, data storage, and security infrastructure.

Professional advisers such as accountants or legal advisers, to the extent necessary for financial reporting, audits, or legal matters.

We may also share personal data where required by law, in response to lawful requests by public authorities, or where necessary to establish, exercise, or defend legal claims. We do not sell personal data to third parties.

International Data Transfers

Where personal data is transferred outside the European Economic Area by our processors, we will ensure that appropriate safeguards are in place in accordance with data protection law. These may include reliance on adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms. Information about specific safeguards can be provided on request where relevant.

Security of Your Personal Data

Move Out Cleaning takes appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, encryption or pseudonymisation where appropriate, secure storage environments, and staff training on data protection and confidentiality.

While we strive to use commercially acceptable means to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure. We regularly review our security practices and adjust them as necessary in light of technological developments and risk assessments.

Your Data Protection Rights

As a customer of Move Out Cleaning in our service area, you have a number of rights under data protection law in relation to your personal data.

Right of access: you have the right to obtain confirmation of whether we process your personal data and to receive a copy of that data, together with certain additional information.

Right to rectification: you have the right to request correction of inaccurate personal data and completion of incomplete data concerning you.

Right to erasure: in certain circumstances, you have the right to request deletion of your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: you may request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of data or assess an objection you have raised.

Right to object: you may object to processing based on our legitimate interests where you believe your rights and interests override ours. We will stop the processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a commonly used, machine-readable format and to request that it be transmitted to another controller where technically feasible.

Right to withdraw consent: where processing is based on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal but may affect our ability to provide certain services.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can seek to resolve your concerns directly.

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 protection best practices. The latest version will always apply to personal data that we hold. If we make significant changes, we may take additional steps to inform you, such as providing a prominent notice or communicating directly where appropriate.

Continued use of our services after any updates to this Privacy Policy will be treated as acceptance of the revised terms to the extent permitted by law.