Privacy Policy - Cleaners Outhkensington

This Privacy Policy explains how Cleaners Outhkensington collects, uses, shares, stores, and protects personal data. It applies to all Cleaners Outhkensington customers in the area, including individuals who book our cleaning services, request quotes, communicate with us, or otherwise use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We encourage you to read it carefully to understand your rights and our responsibilities.

1. Information We Collect

We collect only the personal data that is necessary for us to provide cleaning services, manage customer relationships, maintain records, and comply with legal obligations. The information we collect may include:

Identity details such as your name and, where relevant, the name of the property owner, tenant, or business representative.
Contact details such as address, email address, and telephone number.
Service information including booking details, service preferences, frequency of visits, access instructions, and special requests.
Payment-related data such as billing records, transaction references, and invoice details. We do not necessarily store full payment card information if payments are handled by a third-party payment provider.
Communication records including emails, messages, call notes, and feedback.
Technical data where applicable, such as device or browsing data if you interact with our digital systems.
Contract and account data such as service history, quotes, and records of completed work.

We may also collect limited special category data only where strictly necessary and where you choose to provide it, for example information about access needs, allergies, or health-related cleaning requirements. Such information is processed only with appropriate safeguards and only when required to deliver a requested service safely and effectively.

2. How We Use Your Data

Cleaners Outhkensington uses personal data for the following purposes:

To provide, manage, and complete cleaning services.
To confirm bookings, respond to enquiries, and send service-related updates.
To prepare quotations, invoices, and payment records.
To manage customer accounts and maintain accurate service histories.
To improve our service quality, training, and customer support.
To comply with legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or unauthorised access to our services.
To resolve complaints, disputes, or service issues.

We do not use personal data for purposes that are incompatible with the reasons for which it was collected, unless we have a valid legal basis to do so and you are informed where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. The legal bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, handling payments, and providing customer support related to your service agreement.

Legal Obligation

We may process your personal data when necessary to comply with legal obligations, such as tax compliance, accounting requirements, record-keeping rules, or requests from lawful authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes improving our services, maintaining internal records, communicating with customers, and protecting our business from misuse or fraud.

Consent

In some cases, we may rely on your consent, particularly for optional communications or the processing of certain sensitive information you voluntarily provide. Where consent is used, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that help us operate our business. These parties act as processors or independent controllers depending on the circumstances. Where we use processors, they are required to process personal data only on our instructions and to protect it using appropriate technical and organisational measures.

Examples of processors and service providers may include:

Booking and scheduling providers that help manage appointments and service allocation.
Payment processors that handle card or electronic payments securely.
Accounting and invoicing providers that assist with financial administration.
IT and cloud storage providers that support secure data storage and business operations.
Communication service providers that enable email, messaging, or phone-based customer communications.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, the safety of our customers, employees, or the public. We do not sell personal data.

5. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful mechanisms designed to protect personal data to the required standard.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, or reporting requirements. The retention period may vary depending on the type of data and the nature of our relationship with you.

In general:

Customer and booking records are kept for the duration of our service relationship and for a reasonable period afterwards.
Financial and invoice records are kept for the period required by tax and accounting law.
Communications and complaints may be retained for the time needed to resolve issues and maintain business records.
Data processed on the basis of consent is kept until consent is withdrawn or it is no longer needed.

When personal data is no longer needed, we will delete, anonymise, or securely archive it in accordance with our retention procedures.

7. Data Security

We use appropriate administrative, technical, and physical safeguards to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff training, password protection, and limiting access to those who need it for legitimate business purposes.

While we take reasonable steps to protect data, no system can be guaranteed to be completely secure. If a personal data breach occurs and we are legally required to notify you or a regulator, we will do so in accordance with applicable law.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Subject to legal limitations, these include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to ask us to correct inaccurate or incomplete data.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restriction – to ask us to limit how we process your data in specific cases.
The right to data portability – to receive certain data in a structured, commonly used format where applicable.
The right to object – to object to processing based on legitimate interests, and to object at any time to direct marketing where relevant.
The right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will handle requests within the time limits set out by applicable law.

9. Complaints

If you have concerns about how your personal data is handled, you may raise them with us so that we can review the matter and respond appropriately. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed.

11. Summary of Our Commitment

Cleaners Outhkensington is committed to treating personal data with care, transparency, and respect. We collect only what is needed, use it for clear and lawful purposes, retain it for no longer than necessary, and work with processors who are required to protect it. Your privacy matters, and we will continue to handle your information responsibly and in accordance with applicable data protection law.

This Privacy Policy applies to all Cleaners Outhkensington customers in area.