Last updated: 18 October 2026
This privacy policy explains how Iva Cleaning Services LTD collects, uses, shares and protects your personal information when you contact us, request a quote, book a clean, use our website at iva-cleaninglondon.co.uk, or receive our services.
We know privacy policies are rarely anyone’s favourite reading, so we have kept this one as plain as we can. If anything here is unclear, email us at iva.cleaninglondon@gmail.com and we will explain it.
Iva Cleaning Services LTD (“Iva Cleaning”, “we”, “us”, “our”) is a professional cleaning company operating across London. We provide domestic and commercial cleaning, Airbnb and short-let cleaning, linen and laundry services, guest meet and greet, carpet and upholstery cleaning, and related services.
For the purposes of UK data protection law, Iva Cleaning Services LTD is the data controller of the personal information described in this policy. That means we decide what information is collected and what happens to it.
If you have any question about this policy, about how we handle your information, or if you want to exercise any of your rights, use the contact details above. We do not have a formally appointed Data Protection Officer, as we are not required to have one, but your enquiry will be handled by a member of our management team.
This policy applies to:
It does not cover other websites we link to. When you follow a link away from our site, that organisation’s own privacy policy applies.
Most of the information we hold is information you have given us directly, when you fill in a form on our website, email or call us, message us on social media, or speak to us at your property. This typically includes:
Please only give us the information we actually need. In particular, you do not need to send us information about anyone’s health. If you do tell us about an allergy or a medical sensitivity so that we can use suitable products, that counts as “special category” health information under data protection law, and we will only use it with your explicit consent and only to deliver the service safely.
When you visit iva-cleaninglondon.co.uk, some technical information is collected automatically by our website and our hosting provider:
Most of this is ordinary website housekeeping: it keeps the site secure, tells us which pages are useful, and helps us fix things that break.
Occasionally we receive information about you from somewhere other than you:
To carry out many of our services we need to be able to get into your property. Depending on what you arrange with us, we may hold:
We treat this information as highly sensitive. Keys are stored securely and are labelled with a reference rather than your address, so a lost key cannot be matched to a property. Access codes are shared only with the specific staff assigned to your property, and are removed from our records when our arrangement with you ends. If you change a code, please tell us so the old one can be deleted.
Some customers have CCTV or smart cameras inside or outside their property. That footage is yours, not ours — you remain the controller of it, and you are responsible for telling our cleaners that recording is taking place.
Data protection law requires us to have a valid reason — a “lawful basis” — for every use we make of your personal information. Ours are set out below.
| What we do | Why we do it | Our lawful basis |
|---|---|---|
| Respond to your enquiry and prepare a quote | So we can tell you what the work involves and what it costs | Steps taken at your request before entering a contract; our legitimate interest in responding to enquiries |
| Take and manage your booking, schedule staff, and carry out the clean | To deliver the service you have booked | Performance of our contract with you |
| Hold keys, access codes and entry instructions | So our cleaners can get in and do the work | Performance of our contract with you |
| Use product or method information relating to an allergy or medical sensitivity | To clean your property safely for the people in it | Your explicit consent (health information) |
| Invoice you, take payment, chase unpaid invoices | To get paid for the work | Performance of our contract; our legitimate interest in recovering money owed |
| Keep accounting and tax records | Because the law requires us to | Compliance with a legal obligation |
| Handle complaints, damage reports and insurance claims | To put things right, and to defend ourselves if a claim is made | Our legitimate interest in resolving disputes and establishing or defending legal claims |
| Send service messages — booking confirmations, reminders, changes, invoices | So you know when we are coming and what you owe | Performance of our contract with you |
| Send marketing emails about our services and offers | To tell you about services you may want | Your consent, or our legitimate interest in marketing similar services to existing customers |
| Ask you for a review or feedback | To improve the service and show prospective customers our work | Our legitimate interest in improving and promoting our business |
| Run, secure and improve our website | To keep the site working, block abuse, and fix problems | Our legitimate interest in a secure, functioning website |
| Measure how the website is used, with analytics cookies | To understand which pages are useful and where people get stuck | Your consent |
| Vet and manage staff and subcontractors, including background checks | To make sure the people entering your property are trustworthy | Our legitimate interest in the safety and security of our customers |
Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights and freedoms, and we have concluded that it is not. You can ask us to explain our reasoning, and you can object — see section 10.
We may send you emails about our services, seasonal offers and useful cleaning advice, if you have asked us to, or if you are an existing customer and the message is about services similar to the ones we already provide to you.
You can stop marketing at any time:
Opting out of marketing does not stop the practical messages we have to send about a booking you have made — confirmations, reminders, changes and invoices.
We do not sell your personal information, and we do not share it with other companies for their own marketing.
We share your information only where there is a genuine need. That means:
Where a supplier processes personal information on our behalf, we put a written contract in place requiring them to keep it secure, use it only on our instructions, and delete or return it when the work ends.
Our website and its database are hosted in the United Kingdom or the European Economic Area (EEA). Our day-to-day business records are held in the UK.
Some of the service providers we rely on — Google being the obvious example — are based outside the UK, or store data outside the UK. Where personal information is transferred outside the UK, we make sure it is protected by an approved safeguard, normally either:
You can ask us for details of the safeguard used for any particular transfer.
We keep personal information only for as long as we genuinely need it. In practice:
| Type of information | How long we keep it |
|---|---|
| Enquiries and quotes that do not lead to a booking | 12 months from your last contact with us |
| Website form submissions stored in our website database | 12 months, then deleted |
| Customer records and booking history | 6 years after your last service, so we can deal with any claim or query |
| Invoices, payment records and accounting data | 6 years after the end of the financial year they relate to, as required by HMRC |
| Keys, fobs, key safe codes and alarm codes | Returned or deleted within 30 days of our arrangement ending |
| Health or allergy information you have given us | Deleted when you stop using our services, or sooner if you withdraw consent |
| Complaints, damage reports and insurance claims | 6 years after the matter is closed |
| Marketing preferences and consents | Until you unsubscribe, and then a minimal record so we do not contact you again |
| Website server logs | Up to 12 months |
| Unsuccessful job applications | 6 months from our decision, unless you ask us to keep them on file |
When a retention period ends, we delete the information or anonymise it so it can no longer be linked to you.
We take appropriate technical and organisational measures to protect your information, including:
No system is perfectly secure, and we cannot guarantee the security of information you send us over the internet. If a personal data breach occurs that is likely to cause a risk to your rights and freedoms, we will report it to the Information Commissioner’s Office within 72 hours and, where the risk is high, tell you directly.
Under UK data protection law you have the following rights. They are free to exercise.
To exercise any of these, email iva.cleaninglondon@gmail.com or write to us at the address in section 1. We may ask you for proof of identity, so that we do not hand your information to someone else. We will respond within one month. If your request is complex we may extend that by up to two further months, and we will tell you if we need to.
Cookies are small text files that a website stores on your device. They let a site remember things between pages and visits, and they let site owners see how the site is being used. Similar technologies — pixels, tags and local storage — do much the same job.
Our website uses the following categories:
Some pages may include content served by other companies — for example an embedded map, video or social media feed. Those companies can set their own cookies and see your IP address, and their own privacy policies apply to that.
The fonts on our website are stored on our own server, so loading a page sends nothing to Google Fonts or any other font service.
Where we use non-essential cookies, we will ask for your consent before setting them, and you can change your mind at any time. The full list of cookies, and a button to change your choice, is in our Cookie Policy.
You can also control cookies through your browser. Every major browser lets you see what is stored, delete it, and block cookies in future — look under Settings, then Privacy. Blocking all cookies will stop parts of this and most other websites from working properly. Useful guidance for consumers is published by the ICO at ico.org.uk/for-the-public/online/cookies.
Our website links to other sites, and we have pages on Facebook, Instagram and LinkedIn. We are not responsible for the privacy practices of those platforms or of any site we link to, and this policy does not apply to them. If you message us on a social platform, that platform can see the message, and its own privacy policy applies to it.
If you post a public review or comment about us, that content is public, and we may quote it — including your first name and the area you are in — on our website or marketing. Ask us and we will remove it.
Our services are aimed at adults, and our website is not directed at children. We do not knowingly collect personal information about anyone under 18. Children may of course be present in a property we clean; we do not collect information about them beyond anything a parent or guardian tells us so we can work safely. If you believe we hold information about a child, contact us and we will delete it.
If you send us a CV or apply for a role, we use the information you give us to assess your application, contact you about it, and — if we take things further — to check your references, your right to work in the UK, and your suitability to enter customers’ homes. Our lawful bases are the steps taken before entering an employment contract, our legal obligations around right-to-work checks, and our legitimate interest in recruiting suitable people. We keep unsuccessful applications for six months, unless you ask us to keep yours on file for future vacancies.
We review this policy regularly and will update it when our practices change, when we adopt new tools, or when the law changes. The date at the top shows when it was last revised. If we make a significant change to how we use your information, we will tell you directly where we reasonably can.
If you have a question, a request, or a concern about how we handle your personal information, please come to us first — most things are quickly sorted out:
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office, at any time. We would appreciate the chance to deal with your concern first, but you do not have to give us that chance.
