Cleaner Kingston upon Thames Privacy Policy

This Privacy Policy explains how Cleaner Kingston upon Thames collects, uses, stores, and protects personal data relating to customers and prospective customers within the Kingston upon Thames area. It is intended to provide clear information in line with the General Data Protection Regulation and applicable UK data protection laws.

By using our cleaning services or contacting us to enquire about our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Cleaner Kingston upon Thames customers, former customers, and prospective customers located in the Kingston upon Thames area. It covers personal data collected through our service enquiries, bookings, service delivery, and any related communication channels we may use.

Data Controller

Cleaner Kingston upon Thames is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with data protection laws.

Types of Personal Data We Collect

We only collect personal data that is necessary to provide and manage our cleaning services. Depending on your interaction with us, we may collect the following categories of personal data:

Identification and contact details, such as your full name, residential or business address within the Kingston upon Thames area, and other contact information you choose to provide, such as communication preferences.

Service and booking information, such as details of the property to be cleaned, type of service requested, frequency of service, preferred dates and times, access instructions, and any special requirements relevant to the cleaning service.

Payment and transaction information, such as records of payments made for our services, billing history, invoices, and payment status. We do not store complete payment card details when using third-party payment processors, but we may receive limited information such as partial card details or transaction references.

Communication records, such as records of phone calls where we take notes or summaries, and details of any complaints, feedback, or other correspondence about our services.

Technical and usage data, where applicable, such as basic information about how you interact with our website or online booking tools, including date and time of visits and pages viewed. This information is generally collected using standard logging tools and is used to help us improve our services.

Lawful Basis for Processing Your Personal Data

We process your personal data only where we have a valid lawful basis under data protection laws. The lawful bases we rely upon are:

Performance of a contract: We process your personal data to enter into and fulfil our contract with you, for example to arrange, deliver, and manage cleaning services you have requested and to take necessary steps before entering into a contract at your request.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing our relationship with you, improving our services, addressing complaints, and maintaining accurate business records.

Compliance with legal obligations: We may process your personal data to meet legal requirements, such as accounting, tax, and regulatory obligations, and to respond to requests from competent authorities where we are legally required to do so.

Consent: In limited circumstances, we may rely on your consent, for example where required by law for specific types of marketing communications. Where processing is based on consent, you can withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage cleaning services, including processing booking requests, scheduling appointments, organising cleaning staff, and ensuring that your service instructions are followed.

To communicate with you, including confirming bookings, sending service updates or reminders, responding to your enquiries, and dealing with any issues or complaints you raise.

To manage payments and invoicing, including issuing invoices, processing payments via third-party providers, and keeping appropriate transaction records for accounting and tax purposes.

To improve our services, including reviewing feedback, monitoring service quality, and analysing aggregated data to enhance the efficiency and reliability of our operations in the Kingston upon Thames area.

To maintain security and prevent fraud, including verifying identity where appropriate, protecting our systems and premises, and preventing unauthorised or fraudulent activities.

To comply with our legal and regulatory obligations, including responding to lawful requests from public authorities and maintaining records required by law.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In general, we apply the following retention guidelines:

Customer and service records are typically retained for as long as you remain an active customer and for a reasonable period afterwards, to handle any queries, disputes, or follow-up services.

Financial and transaction records, including invoices and payment details, are retained for the period required by applicable tax and accounting laws.

Communication and complaint records are retained for a period necessary to resolve the matter and to demonstrate how we handled the issue.

Once the relevant retention period has expired, we will delete or anonymise your personal data so that it can no longer be associated with you.

Data Processors and Third Parties

We may engage trusted third-party service providers to process personal data on our behalf. These processors act only on our instructions and are subject to contractual obligations to implement appropriate technical and organisational measures to protect your data.

Examples of such processors and third parties include:

Payment processors and financial service providers that handle payments and related financial operations.

IT and software providers that host our systems, manage our booking tools, or provide communication and data storage solutions.

Professional advisers, such as accountants or legal advisers, where this is necessary for the management of our business and compliance with legal obligations.

We do not sell your personal data to third parties. Where we are required to share your data with public authorities or law enforcement agencies, we will only do so where required or permitted by law.

International Data Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data receives an equivalent level of protection. This may involve using contracts that contain standard data protection clauses or relying on other appropriate safeguards recognised by data protection laws.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations, but we will always respect and facilitate the exercise of your rights where applicable.

Right of access: You have the right to request confirmation as to whether we process your personal data and, if so, to receive a copy of that data together with information about how it is processed.

Right to rectification: You have the right to request the correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you may request the deletion of your personal data, for example where you believe it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as where you dispute its accuracy or object to processing based on our legitimate interests.

Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that it be transmitted to another controller where technically feasible.

Right to object: You may object at any time to processing of your personal data based on our legitimate interests, including profiling. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where processing is needed for the establishment, exercise, or defence of legal claims.

Right to withdraw consent: Where we rely on your consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, the relevant authority is the Information Commissioner's Office.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to staff and processors who need it for legitimate business purposes and who are subject to confidentiality obligations.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updates will be effective when the revised version is made available. We encourage you to review this Privacy Policy periodically to remain informed about how we handle your personal data.