Privacy Notice

We are the "data controller" of the information you provide to us. If you have any questions about this privacy notice or how we handle your data, please contact us using the details above.

We collect your personal data through the following methods:

• Direct interactions: When you make a booking via our website, phone, or email.
• Automated technologies: When you browse our website (cookies, IP addresses, analytics).
• Third parties: From BookingKoala (our booking engine), Brevo (CRM & email marketing), and payment providers (Stripe).
• Public sources: Occasionally from review platforms like Trustpilot or Google Reviews (with your consent).

We collect your data when you:

• Browse and interact with our website
• Make a booking and create an account
• Make changes in your online account
• Give us feedback or complete surveys
• Contact our customer service team via email, phone, or chat
• Subscribe to our marketing communications (e.g., £20 off first clean offers)

We collect and record the following types of information:

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Contract Performance: To provide you with cleaning services, process bookings, and manage payments.
• Legal Compliance: To comply with tax, regulatory, or law enforcement obligations (e.g., HMRC).
• Legitimate Interests: To improve our website, prevent fraud, and send service-related communications.
• Consent: For marketing emails, SMS offers, and non-essential cookies.

Specific Uses Include:

• Administer our website and business
• Enable you to book cleaning services online
• Supply services purchased through our website
• Send statements, invoices, and payment reminders via BookingKoala
• Collect payments from you via Stripe
• Send you service-related communications and updates
• Deal with enquiries and complaints
• Send you marketing communications (you can opt out at any time)
• Request your views and feedback via Trustpilot or Google Reviews
• Prevent fraud and keep our website secure

We share your data only with trusted third parties that help us deliver our services:

• BookingKoala: Our booking and back-end engine (processes bookings, customer data).
• Brevo (Sendinblue): CRM and email marketing platform.
• Stripe: Secure payment processing.
• Google (GA4, Google Maps): Analytics and location services.
• Trustpilot / Google Reviews: Collecting and displaying customer feedback.
• Cleaner management platforms: Assigning DBS-checked cleaners to your booking.
• Legal authorities: If required by law (e.g., HMRC, police).

We may also disclose your personal information:

• To the extent that we are required to do so by law
• In connection with any ongoing or prospective legal proceedings
• To establish, exercise, or defend our legal rights (including fraud prevention)
• To the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling

We do NOT sell your personal data to third parties.

Information that we collect may be processed outside the UK/EEA. These countries may not have data protection laws equivalent to those in force in the UK/EEA. However, we ensure that appropriate safeguards are in place, including:

• The UK International Data Transfer Agreement (IDTA)
• The European Commission's Standard Contractual Clauses (SCCs), together with the UK Addendum where required
• EU-US Data Privacy Framework and/or UK Extension (where applicable)

Our third-party processors (BookingKoala, Brevo, Stripe, Google) all maintain compliance with UK data protection laws through appropriate safeguards.

We have implemented appropriate security measures to protect your personal data:

• ✅ SSL/TLS encryption (HTTPS) for all data transmission
• ✅ Access controls and role-based permissions for staff
• ✅ Regular security audits and vulnerability scans
• ✅ Two-factor authentication for admin systems
• ✅ Secure data centres with 24/7 monitoring
• ✅ Employee training on data protection

We retain your personal data only as long as necessary:

• Booking records: 7 years (for tax and legal compliance with HMRC).
• Marketing data: Until you withdraw consent (plus 30 days).
• Website analytics: 14 months (Google Analytics retention period).
• Cookie preferences: 6 months (then consent renewal requested via cookie banner).
• Customer support communications: 3 years.

After retention periods expire, we securely delete or anonymise your data. In some circumstances, you can ask us to delete your data earlier (see Your Rights below).

Our website uses cookies to enhance your experience. A cookie is a small text file stored on your device. We use:

• Essential cookies: Required for booking and security (cannot be disabled).
• Analytics cookies (GA4): To understand how visitors use our site.
• Marketing cookies: To personalise offers like £20 off your first clean.
• Preference cookies: To remember your settings.

You can manage your cookie preferences at any time using our Cookie Preferences Centre or by clicking the "Manage cookie preferences" link in our website footer.

Under UK GDPR, you have the following rights:

• Right to be informed: This privacy notice fulfils this right.
• Right of access: Request a copy of your data (Subject Access Request).
• Right to rectification: Correct inaccurate or incomplete data.
• Right to erasure: Request deletion ("right to be forgotten").
• Right to restrict processing: Limit how we use your data.
• Right to data portability: Receive your data in a machine-readable format.
• Right to object: Object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: For marketing or optional cookies at any time.
• Right to lodge a complaint: With the ICO (see below).

To exercise any of these rights, please contact our Data Protection Officer at dpo@myprocleaners.co.uk. We will respond within 30 days (free of charge).

Amendments

We may update this privacy policy from time to time. The latest version will always be posted on this page with the "Last Updated" date. Material changes will be notified via email or website banner.

Third-Party Websites

This website may include links to third-party websites, plug-ins, and applications. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Our Commitment

At MyProCleaners, we are committed to protecting your privacy. As a cleaning company that directly vets and employs its cleaners (not a gig-economy marketplace like Housekeep or Wecasa), we handle your data with the utmost care and only for the purposes of providing you with professional cleaning services.

Legal Disclaimers

This privacy policy is governed by the laws of England and Wales. Any disputes arising under or in connection with this policy shall be subject to the exclusive jurisdiction of the courts of England and Wales.