Privacy Policy

For the purposes of data protection law, Cleartenancy is the "data controller" — meaning we are responsible for deciding how your personal data is collected and used.

• Business name: Cleartenancy
• Business type: Sole trader
• Location: West London, United Kingdom
• Contact email: info@cleartenancy.co.uk
• ICO registration number: [To be added — our registration with the UK Information Commissioner's Office is being completed and the number will be added here shortly.]

We collect your personal data when you:

• Request a quote through our website, WhatsApp, email, or phone
• Book a cleaning service
• Communicate with us through any channel
• Make a payment (deposit or balance)
• Visit our website

We only collect the information we need to provide our cleaning services. Depending on how you interact with us, we may collect:

Information you provide directly:

• Your name
• Your phone number
• Your email address
• The address of the property to be cleaned
• Details about the property (size, number of bathrooms, condition, access instructions)
• Service details and any specific requests
• Communications you send us (via WhatsApp, email, our website, or phone), including their content and any related metadata

Information related to the service:

• Booking dates and times
• Deposit and payment records (we do not store full card details — see Section 7)
• Photographs of the property taken to document the completed clean (see Section 8)

Information collected automatically:

• Basic technical information when you visit our website (such as IP address, approximate location, browser type, operating system, pages visited, and how you reached our site), where applicable through cookies or analytics tools (see Section 11).

Information about other people: If you provide us with the personal information of another person (for example, a letting agent, landlord, or someone who will provide access to the property), you must first obtain that person's consent to share their information with us and for us to use it in line with this policy.

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following:

Performance of a contract: We use your information to provide a quote, schedule your booking, carry out the cleaning service, communicate with you about it, and process payment. Without this information, we cannot deliver the service.

Legitimate interests: We use your information to respond to enquiries, keep records of our work (including completion photos), prevent fraud, and improve our service. We balance this against your rights and only use your data in ways you would reasonably expect.

Consent: Where we use your information for purposes that require your consent — such as using before-and-after photographs of your property for marketing (see Section 8), or sending you marketing communications — we will ask for your clear, specific consent first, and you may withdraw it at any time.

Legal obligation: We may process and retain certain information to comply with legal, tax, and accounting requirements.

Depending on the lawful basis above, we may use your information to:

• Provide a quote and confirm your booking
• Carry out and manage the cleaning service
• Communicate with you about your booking, including reminders and updates
• Take payment and issue receipts
• Provide you with a cleaning/handover report, including photographs
• Respond to your enquiries, requests, and complaints
• Keep records of our work and transactions
• Prevent and detect fraud, and keep our website and business secure
• Comply with our legal and regulatory obligations
• With your consent, send you marketing or use before-and-after photos of your property

You can pay your deposit and balance by:

• Card payment via Stripe, our third-party payment processor. Stripe handles the card transaction securely; we never store your full card details on our systems. You can read Stripe's privacy policy at stripe.com/gb/privacy.
• Bank transfer directly to our business account.
• Cash, in limited cases, by prior arrangement.

We only share the information necessary to process your payment, issue refunds, and deal with any payment-related queries.

As part of our service, we take photographs to document the completed clean. This is an important part of how we work — it provides you (and, for end-of-tenancy cleans, your letting agent or landlord) with a clear record of the finished work.

Photo handover report: We take photographs of the cleaned property to create a handover report. We rely on our legitimate interest (and the performance of our contract with you) to take and store these photographs as evidence of the work delivered.

Marketing use (before-and-after): We may wish to use before-and-after photographs of cleaned properties to showcase our work on our website and social media. We will only use photographs of your property for marketing with your clear, specific consent. We will ask you separately for this, and you are free to refuse or to withdraw your consent at any time without it affecting your service. Where used, marketing photos focus on the property and cleaning result, not on your personal possessions or anything that identifies you.

You can ask us at any time to delete photographs of your property by contacting info@cleartenancy.co.uk.

We do not sell your personal data, and we keep sharing to the minimum necessary to run our service. We may share your information with:

Service providers (data processors) who help us operate, such as:

• Our website and quote/booking system hosting provider
• Cloud storage providers where booking details and photographs are securely stored
• Our payment processor, Stripe (for card payments)
• Messaging and email providers (for example, when we communicate with you by WhatsApp or email)

These providers only process your data on our instructions and are required to keep it secure.

Your letting agent or landlord (end-of-tenancy only): Where you ask us to, or where it is part of the service, we may share the cleaning report (including photographs) with your letting agent or landlord as evidence of the completed clean.

Legal and regulatory bodies: We may disclose information where required by law, in connection with legal proceedings, or to establish, exercise, or defend our legal rights (including for fraud prevention).

Except as set out in this policy, we will not provide your personal information to third parties.

Some of the service providers we use (for example, messaging, cloud storage, or payment providers) may store or process data on servers located outside the United Kingdom.

Whenever your personal data is transferred outside the UK, we take steps to ensure it receives a similar level of protection, by relying on one or more of the following safeguards:

• Transfers to countries the UK Government recognises as providing an adequate level of data protection; or
• Appropriate safeguards such as the UK International Data Transfer Agreement (IDTA), the European Commission's Standard Contractual Clauses (SCCs) with the UK Addendum, or, for US-based organisations, the UK Extension to the EU-US Data Privacy Framework where the provider is certified.

Our website may use cookies and similar technologies to function correctly and to understand how visitors use the site. A cookie is a small file containing an identifier that is sent to your browser and stored on your device.

We may use cookies to enable core website features, remember your preferences, analyse website use, improve usability, prevent fraud, and (where applicable) measure advertising. Where required, we will ask for your consent before placing non-essential cookies.

You can control or delete cookies through your browser settings, though blocking some cookies may affect how the website works. If we use analytics tools (such as Google Analytics), they help us understand website traffic in an aggregated way; you can review Google's privacy policy at policies.google.com/privacy.

We keep your personal data only for as long as necessary:

• Booking and service records: for the duration of the service and for a reasonable period afterwards to handle any follow-up, re-clean requests, or disputes.
• Financial records: retained as required by UK tax and accounting law (generally up to 6 years).
• Photographs: kept as a record of the completed work for a reasonable period; deleted on request where we are not legally required to retain them.

When data is no longer needed, we securely delete or anonymise it. In some cases we may anonymise data for statistical purposes, after which it is no longer personal data and may be kept indefinitely.

We have put in place appropriate technical and organisational measures to keep your data secure, including secure storage, restricted access, and using reputable service providers. We limit access to your personal data to those who have a genuine need to use it.

Please note that the transmission of information over the internet is never completely secure. While we work hard to protect your data, we cannot guarantee the security of information sent to us over the internet, and any transmission is at your own risk.

Under UK GDPR, you have the right to:

• Be informed about how we use your data (this policy)
• Access the personal data we hold about you (a "subject access request")
• Rectify inaccurate or incomplete data
• Erase your data ("right to be forgotten"), where applicable
• Restrict our processing of your data
• Data portability — receive your data in a structured, commonly used format
• Object to certain processing, including marketing
• Withdraw consent at any time, where we rely on consent (such as marketing photos)

To exercise any of these rights, contact us at info@cleartenancy.co.uk. We may need to confirm your identity for security. We do not usually charge a fee, and we aim to respond within one month.

If you are unhappy with how we have handled your personal data, you have the right to complain to the UK's data protection authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113

We would, however, appreciate the chance to address your concerns first — please contact us at info@cleartenancy.co.uk.

Our services and website are intended for adults. We do not knowingly collect personal data from anyone under the age of 18.

Our website may include links to third-party websites or services. Clicking those links may allow third parties to collect or share data about you. We do not control these websites and are not responsible for their privacy practices. We encourage you to read the privacy policy of every website you visit.

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date, and where appropriate we will notify you. We encourage you to review this policy periodically.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Cleartenancy
Email: info@cleartenancy.co.uk
West London, United Kingdom