Privacy Policy - Cleaners Kentishtown

This Privacy Policy explains how Cleaners Kentishtown collects, uses, stores, shares, and protects personal data in relation to our services. It applies to all Cleaners Kentishtown customers in the area, including prospective customers, current customers, and anyone who interacts with us in connection with our cleaning services. 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

For the purposes of data protection law, Cleaners Kentishtown is the data controller for the personal data described in this Privacy Policy. This means we determine why and how your data is used when you request, receive, or enquire about our cleaning services.

We take privacy seriously and aim to process personal data fairly, lawfully, and transparently. This policy is designed to help you understand what information we collect, why we collect it, and what rights you have regarding your data.

2. Personal Data We Collect

We collect only the personal data necessary to provide and manage our services effectively. The types of data we may collect include:

Identification details: name, title, and any information you provide when you contact us.
Contact details: address, email address, and telephone number.
Service information: details about the cleaning services you request, property access requirements, preferred schedules, and service notes.
Billing and payment information: payment status, transaction records, and invoice details. We do not normally store full payment card information unless required by the payment provider.
Communication records: emails, messages, notes from phone calls, and records of any complaints or feedback.
Technical information: limited website or device data where applicable, such as IP address or browser type, if you use our online services.

We generally collect data directly from you. In some cases, we may receive information from third parties, such as payment processors, referral partners, or property managers, where necessary for service delivery.

3. How We Use Your Data

Cleaners Kentishtown uses personal data for the following purposes:

to provide cleaning services and manage bookings;
to communicate with you about appointments, changes, or service updates;
to issue invoices, process payments, and maintain business records;
to respond to queries, complaints, and customer support requests;
to improve service quality, scheduling, and operational efficiency;
to meet legal, accounting, or regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We do not use your personal data for purposes that are incompatible with the reasons it was collected. Where we want to use your data for a new purpose, we will ensure we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Cleaners Kentishtown relies on the following legal bases:

Contract

We process your personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing bookings, delivering cleaning services, and handling service-related communications.

Legal Obligation

We may process and retain certain records where required to comply with legal obligations, such as accounting, tax, or record-keeping requirements.

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 may include business administration, service improvement, security, fraud prevention, and internal record management.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain optional communications or where the law requires consent. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our business and deliver services. These parties act as processors or, in some cases, independent controllers. We ensure appropriate safeguards are in place before sharing data.

Examples of processors may include:

Payment service providers: to handle payments securely.
Accounting and bookkeeping providers: to support financial records and tax compliance.
Scheduling, booking, or administration software providers: to manage appointments and customer records.
IT and cloud storage providers: to host, secure, and maintain data systems.
Customer communication tools: to send service-related messages or notifications.

Where processors act on our behalf, they are permitted to use personal data only according to our instructions and must keep it secure. We do not sell personal data.

We may also disclose information if required by law, court order, or lawful request from public authorities, or where necessary to establish, exercise, or defend legal claims.

6. International Transfers

If any of our processors store or access data outside the United Kingdom, we will take appropriate steps to ensure your information is protected. This may include the use of approved contractual safeguards or transfers to countries recognised as providing adequate protection.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

As a general approach:

customer service and booking records are retained for as long as needed to manage the relationship and resolve any issues;
financial and invoicing records are retained for the period required by tax and accounting law;
communication records may be kept for a reasonable period to support customer service and dispute handling;
data held with your consent is retained only until consent is withdrawn, unless another lawful basis applies.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of system permissions.

While we work hard to protect your data, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant authority and affected individuals.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply in different circumstances and may be subject to legal exceptions.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can ask us to delete your data in certain situations.
Right to restrict processing: you can ask us to limit how we use your data in certain circumstances.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request that certain data be provided in a structured, commonly used format where applicable.
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 will respond in line with legal requirements and within the applicable time limits. Please note that some rights may not apply where we must retain information for legal, contractual, or legitimate business reasons.

10. Children’s Data

Our services are intended for adults and households arranging cleaning services. We do not knowingly collect personal data from children for marketing or service administration. If we become aware that we have collected such data inadvertently, we will take reasonable steps to delete it where appropriate.

11. Cookies and Similar Technologies

If we use online tools that involve cookies or similar technologies, these may be used for basic site functionality, security, and performance analysis. Where consent is required, you will be given the opportunity to make a choice in accordance with applicable law. Any such use will be limited and proportionate to the needs of the service.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Approach

Cleaners Kentishtown processes personal data in a lawful, fair, and transparent manner. We collect only what is necessary, use it for clear service-related purposes, retain it only as long as needed, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal data responsibly for every customer in the Kentishtown area.