Cleaners Kingston upon Thames Privacy Policy

This Privacy Policy explains how Cleaners Kingston upon Thames collects, uses, stores and protects personal data in connection with our cleaning services. It applies to all customers and prospective customers located in Kingston upon Thames and the surrounding area who engage with our services, whether through our website, by phone, in writing or in person.

Cleaners Kingston upon Thames acts as the data controller for the personal data described in this Privacy Policy. We are committed to processing your information lawfully, fairly and transparently, in accordance with the UK General Data Protection Regulation and applicable data protection legislation.

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 main types of information we may collect include:

Identification and contact details such as your name, address, property access details, postcode, and preferred method of contact.

Communication details such as email correspondence content, notes of telephone conversations and any feedback or comments you choose to provide.

Service information such as details about the type of cleaning services you request, property size, frequency of visits, booking history, special instructions, and any related information you provide for us to carry out the work.

Payment and invoicing details such as limited payment information required to process transactions, billing address, invoices and records of payments. If we use a secure payment processor, your full card details will normally be collected directly by the processor and not stored by us.

Technical and usage information such as basic information about how you use our website, pages visited, and the device or browser you use. This may include the use of cookies or similar technologies where permitted by law and your browser settings.

Optional information such as your marketing preferences, responses to surveys, testimonials or reviews, and any other information you choose to share with us in the course of receiving our services.

How we collect personal data

We may collect personal data from you directly when you request a quote, make a booking, contact us with an enquiry, communicate with our staff, complete a form, or provide feedback.

We may also collect certain data automatically when you visit our website, for example through the use of cookies or similar technologies that help us understand how our site is used and to improve our services.

In limited cases we may receive personal data about you from third parties where this is necessary to provide our services. For example, a landlord or managing agent might share your contact details if they ask us to carry out cleaning at a rental property on your behalf. Where appropriate, those third parties are responsible for ensuring they have a lawful basis to share your information with us.

Lawful bases for processing

We process your personal data only when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, scheduling and delivering cleaning services, processing payments and managing your bookings.

Legal obligation: We may process certain information to comply with legal or regulatory requirements, such as maintaining appropriate accounting records, tax law obligations, or responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This may include managing and improving our services, communicating with you about service updates, ensuring security and preventing fraud, and handling queries or complaints.

Consent: In some situations we will ask for your consent before processing your data, for example for certain types of direct marketing or the use of non-essential cookies. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage cleaning services in your home or premises, including arranging appointments, understanding your requirements, and allocating cleaners.

To communicate with you about bookings, changes to appointments, service reminders, and any enquiries or issues you raise.

To process payments, issue invoices and receipts, maintain financial records, and manage any refunds or disputes.

To improve our services, monitor performance, train our staff, and maintain the quality and safety of our operations.

To send you service-related communications and, where permitted, information about our services or offers that may interest you, in line with your preferences and applicable laws.

To comply with legal obligations, enforce our terms, and protect our rights, property and the safety of our staff and customers.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

Service and booking records are generally retained for a period necessary to manage our relationship with you and to respond to queries about past services.

Financial and transaction records may be retained for a longer period in line with tax and accounting rules.

Where we no longer need personal data for the purposes described, we will securely delete, anonymise or otherwise remove it from our systems.

Data processors and third parties

We may share personal data with carefully selected third-party service providers who act as data processors on our behalf. These processors are engaged to support the running of our business and may include:

Payment processing providers who handle secure processing of card or online payments.

IT and cloud service providers who host our systems, website or data storage solutions.

Customer management or booking platforms used to schedule appointments, manage customer records and communications.

Professional service providers such as accountants or legal advisers where necessary for our legitimate business purposes or to comply with legal obligations.

These processors are only permitted to process personal data in accordance with our instructions, for the purposes outlined in this Privacy Policy, and must implement appropriate technical and organisational measures to protect your data.

We do not sell your personal data to third parties. We will only disclose your data to other third parties where required by law, to protect our rights or those of others, or where you have provided your explicit consent.

International transfers

In some cases, the service providers we use may store or access personal data from countries outside the United Kingdom. Where this occurs, we take steps to ensure that appropriate safeguards are in place so that your personal data remains adequately protected, in line with data protection requirements. This may include using standard contractual clauses or relying on adequacy regulations where applicable.

How we protect your data

We use a combination of technical and organisational measures to safeguard the personal data we hold. These measures are designed to protect your information against unauthorised access, misuse, loss or disclosure and are reviewed periodically to ensure they remain appropriate.

Access to personal data is limited to staff and service providers who have a business need to know and are subject to confidentiality obligations.

Your data protection rights

As a customer in Kingston upon Thames or the surrounding area, you have certain rights in relation to the personal data we hold about you, subject to applicable law. These rights may include:

The right of access: You can request confirmation that we process your personal data, and you can request a copy of the information we hold about you.

The right to rectification: You can ask us to correct inaccurate or incomplete personal data.

The right to erasure: You can ask us to delete your personal data in certain circumstances, 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 lawful basis for processing.

The right to restriction of processing: You can request that we limit the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection.

The right to object: You may object to our processing of your personal data where we rely on legitimate interests as the lawful basis. You also have the right to object at any time to processing for direct marketing.

The right to data portability: Where processing is based on consent or contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

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

Cookies and similar technologies

Our website may use cookies or similar technologies to enhance your browsing experience, understand how our site is used and support the provision of our services. Certain cookies are necessary for the operation of the site, while others may be used for analytics or preference settings. Where required by law, we will seek your consent before using non-essential cookies.

Children

Our services are not intended for use by children. We do not knowingly collect personal data relating to children. If you believe that a child has provided us with personal data, please contact us so that we can take appropriate steps to remove the information.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services or the way we handle personal data. When we make changes, we will revise the date of the policy and, where appropriate, notify you of significant updates. We encourage you to review this policy periodically to stay informed about how we protect your information.