Privacy Policy

Cleaners West Hampstead Privacy Policy

This Privacy Policy explains how Cleaners West Hampstead collects, uses, stores and protects personal data relating to customers and prospective customers in the West Hampstead area. It is intended to provide clear information about your rights under the UK General Data Protection Regulation and the Data Protection Act, and how you can exercise those rights.

This Privacy Policy applies to all Cleaners West Hampstead customers and prospective customers located in the West Hampstead area who use our cleaning services, request quotations or otherwise interact with us.

Data Controller

Cleaners West Hampstead is the data controller in respect of the personal data that we collect and process about you. As data controller we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and the services you request. The types of personal data we typically collect include:

Identification and contact details, such as your name, address, service address, and basic contact details needed to communicate with you.

Service and booking information, such as preferred dates and times for cleaning, type and size of property, access arrangements, specific instructions and any information you choose to provide in relation to the cleaning service.

Payment and billing information, such as information necessary to process payments and maintain records of transactions. We do not store full payment card details; where payments are processed electronically, they are handled by third party payment processors.

Communication records, such as notes of conversations, queries, complaints, feedback, and any correspondence you send to us or we send to you.

Technical and usage data, where applicable, such as basic information about how you interact with any online booking forms or digital services we provide, for the purpose of administering and improving those services.

How We Collect Personal Data

We collect personal data in the following ways:

Directly from you when you contact us, request a quote, make a booking, communicate with us by telephone or other means, or provide feedback about our services.

From our service operations when our cleaning staff attend your premises and record information necessary to provide the service and manage our relationship with you.

From third party service providers such as payment processors who process payments on our behalf and share limited information for accounting, reconciliation and fraud prevention purposes.

Lawful Basis for Processing

We rely on the following lawful bases under the UK GDPR to process your personal data:

Performance of a contract: We process personal data to provide our cleaning services, manage bookings, respond to enquiries, issue invoices and administer our relationship with you. This processing is necessary to enter into and perform our contract with you.

Compliance with legal obligations: We process certain data to meet our legal and regulatory obligations, for example in relation to tax, accounting and record keeping requirements.

Legitimate interests: We process personal data where it is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms. This may include managing and improving our services, handling queries and complaints, preventing fraud, ensuring security, and developing our business.

Consent: In some situations, we may ask for your explicit consent, for example for sending certain types of marketing communications where required by law. Where we rely on consent, you may withdraw your consent at any time.

Purposes for Which We Use Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning services, including accepting and confirming bookings, organising cleaners to attend your premises, following your instructions and ensuring a high standard of service.

To communicate with you regarding your bookings, changes to appointments, service updates, pricing, and any issues related to the provision of our services.

To process payments, issue invoices, manage refunds where applicable, and maintain accurate financial records.

To handle complaints, queries and feedback, and to resolve disputes or service issues efficiently and fairly.

To maintain business records and comply with our legal, tax and regulatory obligations.

To improve our services and internal processes, including quality control, staff training and service optimisation.

To protect our business, staff and customers, including preventing misuse of our services and detecting potential fraud or security issues.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law. These third parties act as data processors or, in some instances, as independent controllers.

Types of third parties with whom we may share your data include:

Payment service providers who process payments on our behalf and assist with fraud prevention and payment security.

IT and system support providers who host or maintain our systems, help us manage booking or communication tools, and ensure the security and reliability of our data infrastructure.

Professional advisers such as accountants or legal advisers where necessary for business administration, financial management, legal compliance or dispute resolution.

Public authorities or law enforcement agencies where we are required to do so by law or where disclosure is necessary to protect our rights, your safety or the safety of others.

Whenever we use data processors to process personal data on our behalf, we ensure that appropriate contracts and safeguards are in place. These contracts require processors to act only on our instructions, to implement appropriate security measures and to maintain the confidentiality and integrity of your personal data.

International Transfers

Where personal data is transferred outside the United Kingdom or European Economic Area, we take steps to ensure that your data is afforded a level of protection essentially equivalent to that provided by UK data protection law. This may include relying on adequacy regulations, using standard contractual clauses or implementing other appropriate safeguards recognised by data protection authorities.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including the provision of services, compliance with legal obligations, resolution of disputes and enforcement of agreements.

In determining appropriate retention periods, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, and applicable legal or regulatory requirements.

At the end of the relevant retention period, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to ensure a level of security appropriate to the risks associated with the processing of your personal data.

Although we take reasonable steps to protect your data, no system can be completely secure. You should also take steps to protect your own information, such as keeping details relating to bookings or communications secure and notifying us promptly if you become aware of any suspected misuse of your data in connection with our services.

Your Data Protection Rights

Under the UK GDPR, 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 respond to any request you make in accordance with applicable law.

Right of access: You have the right to obtain confirmation as to whether we process personal data about you and, if so, to receive a copy of that personal data along with certain other information.

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

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain cases, for example where you contest the accuracy of the data or object to our processing.

Right to data portability: In certain circumstances, you have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format, and to request that we transmit that data to another controller where technically feasible.

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

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details you normally use to communicate with Cleaners West Hampstead. We may need to verify your identity before responding to your request to ensure that your personal data is protected.

You also have the right to lodge a complaint with the UK supervisory authority for data protection if you are concerned about the way we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. When we make changes, we will update the date of the latest version and take appropriate steps to inform you if the changes are significant.

We recommend that you review this Privacy Policy periodically so that you remain informed about how we collect, use and protect your personal data as a customer of Cleaners West Hampstead in the West Hampstead area.