Privacy Policy - Bow Cleaner

This Privacy Policy explains how Bow Cleaner collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Bow Cleaner customers in the area, including residential and commercial clients, and to anyone who interacts with Bow Cleaner in connection with service inquiries, bookings, quotations, visits, payments, or customer support.

1. Who We Are

Bow Cleaner is a service provider that offers cleaning services to customers in the area. In the course of delivering these services, Bow Cleaner may process personal data relating to customers, prospective customers, occupants, property managers, employees of business customers, and other individuals whose information is necessary to complete a booking or carry out a service.

We are committed to handling personal data fairly, lawfully, and transparently in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018 where relevant.

2. Personal Data We Collect

Bow Cleaner may collect and process the following categories of personal data:

Identity data: name, title, and, where needed, business name or role.
Contact data: address, telephone number, and email address.
Service data: booking details, service preferences, property access instructions, cleaning requirements, and service history.
Payment data: payment status, invoice records, and transaction references. We do not intentionally store full card details unless a payment provider requires it.
Communication data: messages, call notes, complaint details, and feedback.
Technical data: limited online or device information if you interact with us through digital systems, such as IP address or browser type where applicable.
Operational data: notes needed to manage access, scheduling, health and safety requirements, and service quality.

We generally do not seek to collect special category data. If such data is incidentally disclosed to us, we will handle it only where necessary and with appropriate safeguards.

3. How We Use Personal Data

Bow Cleaner uses personal data for the following purposes:

to provide quotations and manage bookings;
to deliver cleaning services at the requested location;
to communicate about appointments, changes, and service matters;
to process invoices, payments, refunds, and account records;
to respond to enquiries, complaints, and customer support requests;
to manage access, security, and operational arrangements;
to maintain business records and service quality;
to comply with legal, tax, accounting, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity;
to defend or establish legal claims where necessary.

We only use personal data for purposes that are compatible with the reason it was collected and, where required, will explain any additional use before processing it further.

4. Lawful Basis for Processing

Bow Cleaner relies on one or more of the following lawful bases to process personal data:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging and carrying out cleaning services, handling bookings, and managing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include customer relationship management, service improvement, record keeping, fraud prevention, and operational administration.

Legal Obligation

We process personal data where required to comply with legal obligations, such as tax, accounting, insurance, employment, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where it is needed for a particular optional purpose. Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency affecting health or safety.

5. Sharing and Processors

Bow Cleaner may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and appropriate.

Processors are service providers that handle data on our instructions. These may include:

payment service providers;
accounting and invoicing systems;
IT, cloud storage, and data backup providers;
scheduling, booking, and customer management tools;
communication service providers;
professional advisers such as accountants, insurers, or legal advisers;
subcontractors or cleaners engaged to perform services on our behalf.

We require processors to keep personal data secure, use it only for permitted purposes, and implement appropriate technical and organisational measures.

We may also disclose personal data where required by law, to public authorities, courts, regulators, or law enforcement, or where necessary to establish, exercise, or defend legal rights. Where data is shared with an independent controller, that party is responsible for its own privacy practices.

6. International Transfers

If any processor or service provider stores or processes personal data outside the UK or the EEA, Bow Cleaner will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

7. Retention of Personal Data

Bow Cleaner retains personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, and business record requirements.

Retention periods may vary depending on the type of data and the reason for processing. For example:

customer and service records may be kept for the duration of the relationship and a reasonable period afterwards;
invoice, payment, and tax records are generally kept for the period required by law;
complaints and correspondence may be retained for a period needed to resolve disputes and maintain records;
data collected for legal claims may be retained until the relevant limitation period has expired.

When personal data is no longer needed, Bow Cleaner will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

Bow Cleaner uses reasonable and appropriate security measures designed to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it for legitimate business purposes.

Although no system can be guaranteed completely secure, we take data protection seriously and regularly review our safeguards.

9. Your Rights

Subject to applicable law, you may have the following rights regarding your personal data:

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 in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain cases;
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable;
Right to data portability – to receive certain data in a structured, commonly used format where legally available;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Right to complain – to raise a concern with the relevant data protection authority if you believe your rights have been infringed.

To protect privacy, we may need to verify your identity before responding to a rights request. We will respond within the time limits required by law.

10. Children’s Data

Bow Cleaner does not knowingly collect personal data from children except where necessary in connection with a service address or household arrangement and only to the extent required to provide services safely and appropriately. We do not market services directly to children.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The latest version will apply to all Bow Cleaner customers in the area from the date it becomes effective.

By using Bow Cleaner’s services, you acknowledge that you have read and understood this Privacy Policy.

This policy is intended to provide a clear summary of how Bow Cleaner handles personal data and should be read together with any service terms that apply to your booking.