Privacy Policy - Cleaner Westkensington

This Privacy Policy explains how Cleaner Westkensington collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Westkensington customers in the area, including individuals who enquire about services, book services, receive cleaning services, or interact with us in any other way. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Westkensington is a cleaning service provider operating for domestic and commercial customers in the local area. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is used. In some cases, we may also use third-party service providers who process data on our behalf as data processors.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details such as property access instructions, cleaning preferences, scheduling requests, and service history.
Payment-related information such as billing details and transaction records.
Communication records including messages, complaints, feedback, and correspondence.
Technical information where applicable, such as basic usage data from our systems or devices used to communicate with us.
Optional information you choose to provide, such as notes about allergies, special cleaning requirements, or access arrangements.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, for example where a health-related access consideration must be accommodated. If such information is provided, we treat it with extra care and only use it where allowed by law.

3. How We Use Personal Data

We use personal data to manage and deliver our services effectively. This may include:

Responding to enquiries and providing quotations.
Scheduling and delivering cleaning services.
Managing payments, invoices, and account administration.
Recording service preferences and instructions to ensure quality.
Handling complaints, disputes, and service improvement.
Maintaining business records and meeting legal obligations.
Protecting against fraud, misuse, or unauthorised access.

We will only use personal data for the purposes for which it was collected, unless we reasonably believe that another compatible purpose is necessary and lawful.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Cleaner Westkensington relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes arranging services, carrying out cleaning work, and processing payments.

Legal obligation

We may process personal data to comply with legal or regulatory obligations, such as tax, accounting, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. Examples include service administration, quality control, security, and internal record management.

Consent

In limited cases, we may rely on your consent, particularly where processing is optional or relates to non-essential communications. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell personal data. However, we may share data with trusted third parties when necessary to operate our services. These third parties act as processors or independent controllers depending on the service they provide.

Typical processors may include:

Payment service providers who process payments securely.
Scheduling and administration platforms used to organise bookings and maintain records.
IT and cloud storage providers that host and protect data systems.
Professional advisers such as accountants or legal advisers, where required.
Subcontractors or staff who need limited information to perform cleaning services.

Where we use processors, we require them to handle personal data only on our instructions, keep it secure, and comply with data protection law. We also take steps to ensure appropriate contractual safeguards are in place.

We may disclose data if required by law, court order, or a lawful request from public authorities. Any such disclosure will be limited to what is necessary.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason we hold it.

Service and account records are typically retained for as long as needed to manage the customer relationship and thereafter for a reasonable period to address queries or disputes.
Financial and tax records are retained for the period required by law.
Communication records may be kept for a period needed to resolve issues, monitor service quality, and maintain business records.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and staff awareness procedures. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your Rights

As a data subject under the UK GDPR, you have important rights regarding your personal data. These include:

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

Important: Some rights may not apply in all situations, and legal obligations may require us to keep certain information even where deletion is requested.

9. Children’s Data

Cleaner Westkensington services are intended for adults or adult-managed premises. We do not knowingly collect personal data from children for marketing or service administration purposes. If we become aware that we have collected data from a child without appropriate authority, we will take reasonable steps to delete it.

10. International Transfers

If personal data is transferred outside the UK, we will take appropriate steps to ensure it receives a similar level of protection to that required under UK data protection law. This may include the use of approved safeguards, such as standard contractual protections, where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it takes effect. We encourage customers to review this policy periodically so they remain informed about how we use personal data.

12. Summary of Our Commitment

We respect your privacy and aim to process personal data fairly, transparently, and securely. Our approach is based on collecting only what we need, using it for clear and lawful purposes, keeping it no longer than necessary, and respecting your rights under data protection law. This policy applies to all Cleaner Westkensington customers in the area, and by using our services you can be assured that we treat your information with care and responsibility.