Cleaners Kingston Privacy Policy
This Privacy Policy explains how Cleaners Kingston collects, uses, stores and shares personal data about its customers in the Kingston area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Cleaners Kingston customers and prospective customers within the Kingston area who use or enquire about our cleaning services. It covers personal data that we collect directly from you, through our website, over the phone, in person, and through any third parties acting on our behalf as data processors.
Types of Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you request. This may include the following categories of information.
Identification and contact details, such as your name, postal address, and any other contact information you choose to provide so we can communicate with you and deliver our services.
Service related information, such as details about your property or premises, preferred dates and times for cleaning, specific instructions, and any notes relating to health and safety or access requirements for our staff.
Account and booking information, including records of your bookings, schedules, service history, invoices, and communications with our customer support team.
Payment related information, such as details necessary to process payments and refunds. We do not store complete payment card details when payments are processed through secure third party payment processors, but we may keep limited transaction and billing information for accounting and legal purposes.
Technical and usage information, which may include data generated through your use of our website, such as IP address, device information, and basic analytics data, where permitted by law and where this is necessary for ensuring the security and correct functioning of our online services.
Lawful Basis for Processing Personal Data
We only process your personal data when we have a valid lawful basis under data protection law. Depending on the context, we rely on the following lawful bases.
Performance of a contract, where processing is necessary to enter into or perform our contract with you, for example to manage bookings, provide cleaning services, and handle billing and payments.
Legitimate interests, where processing is necessary for our legitimate business interests and these are not overridden by your interests or fundamental rights. This may include improving our services, managing our relationship with you, preventing fraud, and maintaining the security of our systems and premises.
Legal obligations, where we need to process personal data to comply with legal and regulatory requirements, such as tax, accounting, and health and safety laws.
Consent, where we rely on your freely given consent, for example for certain types of marketing communications or optional cookies where applicable. When we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes.
To provide and manage cleaning services you request, including processing enquiries, confirming bookings, sending notifications, and carrying out the work at your premises.
To communicate with you about your bookings, respond to your questions, handle complaints, and provide customer support.
To manage our business operations, including internal administration, record keeping, financial management, staff scheduling, and quality control.
To improve and develop our services and customer experience, including analysing how our services are used, gathering feedback, and tailoring our offerings where appropriate.
To comply with legal and regulatory obligations, as well as to establish, exercise, or defend legal claims.
Data Sharing and Processors
We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, and we ensure that appropriate safeguards are in place.
Service providers acting as data processors may assist us with activities such as payment processing, customer relationship management, appointment scheduling, IT hosting, website analytics, professional advice, and administrative support. These providers are required to process your personal data only on our instructions, to keep it secure, and to comply with data protection laws.
Professional advisers, such as accountants, auditors, or legal advisers, may have access to limited personal data when providing services to us where this is necessary and lawful.
Public authorities and law enforcement agencies may receive personal data if we are legally required to share it or if sharing is necessary to protect our rights, property, or safety or that of our customers or staff.
We do not sell your personal data to third parties. Any third party with whom we share personal data is required to handle it securely and only for specified purposes.
International Transfers
If we transfer personal data outside the United Kingdom or European Economic Area, for example where a service provider hosts data in another country, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms, along with additional technical and organisational measures where necessary to protect your data.
Data Retention
We keep your 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. The specific retention period will depend on the nature of the data and the purposes for which it is used.
In general, we retain customer and booking records for a period that allows us to manage ongoing relationships, deal with any queries or disputes, and comply with applicable legal obligations. Payment and invoice related information is retained for the period required by tax and financial regulations.
When personal data is no longer required, we will securely delete or anonymise it in a way that prevents identification of individuals.
Data Security
We take appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, staff training, secure storage, and procedures for dealing with suspected data breaches.
While we work to protect your information, no system can be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and any relevant supervisory authority where required by law.
Your Data Protection Rights
You have a number of rights under data protection law in relation to your personal data. These rights may be subject to certain conditions and exemptions, and we will explain any limitations in our response to your request.
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you together with information about how it is used.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed 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 can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine readable format or transmit it directly to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can address your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. Any updated version will be made available through our usual communication channels and will take effect from the date of publication. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.