Privacy Policy - Cleaners Westkensington

Last updated: This Privacy Policy explains how Cleaners Westkensington collects, uses, stores, shares, and protects personal data. It applies to all Cleaners Westkensington customers in the area, including individuals who enquire about, book, receive, or pay for our cleaning services.

1. Introduction

Cleaners Westkensington is 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. We respect your privacy and aim to collect only the information necessary to provide our services, manage our customer relationships, meet legal obligations, and improve our operations.

This policy explains what data we collect, why we collect it, the legal bases we rely on, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

2. Personal Data We Collect

We may collect and process the following categories of personal data when you use our services, contact us, or interact with us in relation to a booking or enquiry:

• Identity data: name, title, and, where necessary, other identifying details.
• Contact data: address, email address, telephone number, and preferred communication details.
• Service and booking data: information about the cleaning services requested, appointment times, property access details, service preferences, and instructions.
• Payment and transaction data: invoice details, payment status, and limited billing information required to process payments or maintain records.
• Customer correspondence: messages, complaints, feedback, and records of communication with us.
• Technical data: basic information such as device or browser data, if you interact with us digitally.
• Special category data: we do not intentionally collect sensitive personal data. If you voluntarily provide such information, we will only process it where we have a lawful basis and where it is necessary.

We generally collect personal data directly from you. In some cases, we may receive information from third parties, such as a property manager, landlord, tenant, or payment provider, where this is necessary for service delivery or administration.

3. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to manage bookings and deliver cleaning services;
• to communicate about schedules, changes, service issues, or customer requests;
• to process payments and issue invoices;
• to maintain business records and service history;
• to handle complaints, disputes, and customer support;
• to comply with legal, accounting, and regulatory requirements;
• to protect our business, staff, clients, and property; and
• to improve our services, processes, and customer experience.

We only use your data for purposes that are relevant, necessary, and compatible with the original reason it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Cleaners Westkensington may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, taking payment, and communicating service-related information.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer records, improving services, preventing fraud, maintaining security, and handling routine internal administration. When relying on legitimate interests, we assess the impact on your privacy and take appropriate safeguards.

Legal Obligation

We may process personal data where it is necessary to comply with a legal or regulatory obligation, such as tax, accounting, or record-keeping requirements.

Consent

In some situations, we may rely on your consent, for example where you voluntarily agree to receive certain communications not required to deliver our services. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to operate our business and provide services. These third parties may act as processors on our behalf or as independent controllers in certain cases.

Examples of processors and service providers may include:

• Payment processors: to handle card or online payments securely.
• Accounting and bookkeeping providers: to support invoicing, tax, and financial records.
• IT and cloud storage providers: to store data, support email systems, or maintain business software.
• Customer management or booking systems: to organise appointments and service records.
• Professional advisers: such as legal or financial advisers where necessary.
• Authorities or regulators: where disclosure is required by law.

Where we use processors, we ensure they only process data under our instructions, use appropriate security measures, and comply with data protection law. We take reasonable steps to confirm they are trustworthy and capable of protecting personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. The retention period may vary depending on the type of data and the reason for processing.

• Customer and service records: retained for the duration of the service relationship and for a reasonable period afterwards.
• Financial and transaction records: retained for the period required by tax and accounting law.
• Correspondence and complaints: retained for as long as needed to resolve issues and support business records.
• Marketing consent records: retained until you withdraw consent or the information is no longer needed.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

No system can be guaranteed to be completely secure, but we are committed to reducing risk and responding promptly to any suspected data incident.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to certain legal conditions and exemptions, these may include:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to ask us to correct inaccurate or incomplete data.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to ask us to limit processing in certain situations.
• Right to data portability: to receive certain data in a structured, commonly used format.
• Right to object: to object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will consider your request in accordance with applicable law and respond within the required timeframe. To help protect your privacy, we may need to verify your identity before responding.

9. International Transfers

In some circumstances, personal data may be processed by service providers located outside the UK. Where this occurs, we will take steps to ensure an adequate level of protection is in place, such as using appropriate safeguards permitted by data protection law.

10. Children’s Data

Our services are intended for adults, and we do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement involving an adult customer or authorised contact. If we become aware that we have collected data without a proper basis, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date of publication. We encourage customers to review this policy periodically to stay informed about how we process personal data.

12. Summary of Your Privacy Commitment

Cleaners Westkensington is committed to processing personal data responsibly and transparently. We collect only the information needed to provide cleaning services and manage our business properly. We rely on lawful grounds such as contract, legitimate interests, consent, and legal obligation. We retain data only as long as necessary, use processors carefully, and respect your rights under GDPR.

This policy applies to all Cleaners Westkensington customers in the area.