Privacy Policy - Cleaner Belsizepark

This Privacy Policy explains how Cleaner Belsizepark collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Belsizepark customers in the area, including prospective customers, active customers, and anyone who enquires about our services. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important note: This policy applies only to personal data relating to our cleaning services and related business administration. It does not cover third-party websites, services, or platforms that may be linked to or used in connection with our operations.

1. Who we are

Cleaner Belsizepark provides domestic and commercial cleaning services in the Belsize Park area and nearby locations. For the purposes of data protection law, Cleaner Belsizepark is the data controller for the personal data described in this policy. This means we determine why and how your personal data is processed.

We take privacy seriously and aim to handle all personal data with care, minimisation, and respect. We only collect information that is relevant and necessary for the services we provide.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity details such as your name, title, and the name of your household or business.
Contact details such as your address, email address, telephone number, and preferred communication method.
Service information such as cleaning preferences, booking dates, service history, access instructions, and notes about the property relevant to delivering the service.
Billing and payment information such as invoice details, payment status, and transaction records. We do not store full payment card details unless required by a secure payment provider.
Communication records such as messages, enquiries, complaints, feedback, and requests you send to us.
Technical information if you interact with our digital systems, which may include basic device or usage information necessary for security and performance.

We do not deliberately collect special category data unless it is necessary and you have provided it voluntarily or it is required for a specific service-related purpose. Special category data may include information about health, disability, or other sensitive details. If such information is provided, we will handle it with additional care and safeguards.

3. How we use personal data

We use personal data for the following purposes:

To manage enquiries and provide quotations.
To schedule, deliver, and improve our cleaning services.
To communicate with customers about appointments, service changes, or important updates.
To issue invoices, receive payments, and keep financial records.
To manage customer accounts and service preferences.
To resolve complaints, disputes, or service issues.
To maintain internal records and meet our legal and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only use personal data where there is a valid legal reason to do so. We do not sell personal data and do not use it for unrelated purposes without a lawful basis.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, Cleaner Belsizepark relies on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, confirming appointments, and issuing invoices.

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 managing customer relationships, improving services, keeping our premises and systems secure, and handling internal administration.

Legal obligation

We process certain personal data to comply with legal obligations, including tax, accounting, record-keeping, and any lawful request from regulatory or law enforcement authorities.

Consent

Where required, we rely on your consent. For example, if we process optional information that is not necessary for service delivery, we will ask for consent where appropriate. You may withdraw consent at any time, although this will not affect processing carried out before withdrawal.

Vital interests

In rare circumstances, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing personal data and processors

We may share personal data with trusted third parties only when necessary and only for legitimate business purposes. These third parties may act as processors or, in some cases, independent controllers.

Typical processors may include:

IT and cloud service providers that store or support our records and systems.
Payment service providers that handle secure payment processing.
Accounting or bookkeeping providers that assist with financial administration.
Customer communication providers that support email, messaging, or booking notifications.
Professional advisers such as lawyers, insurers, or auditors where needed for legal or business purposes.

When we use processors, they are only permitted to process personal data on our instructions and must keep it secure. We require appropriate contractual safeguards and technical measures to protect your information.

We may also disclose personal data if required by law, a court order, or a lawful request from a public authority. We may share limited information in connection with a business transfer, restructuring, or similar corporate event, but only where appropriate safeguards are in place.

6. International transfers

Some of our processors may store or access data outside the UK. If this happens, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, so that your personal data remains protected to a standard consistent with UK GDPR.

7. Data retention

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

Customer and service records are retained for the duration of the relationship and for a reasonable period afterwards to manage follow-up issues or disputes.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be retained for as long as needed to respond to enquiries, handle complaints, or maintain business records.
Security or access-related information is retained only as long as necessary for service delivery and safety.

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

8. Security of your data

We implement reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

No system is completely secure, but we work hard to reduce risks and respond appropriately if a data incident occurs.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits, these include:

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 – in some cases, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request that certain data be provided in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Children’s data

Our services are intended for adult customers. We do not knowingly collect personal data from children unless it is necessary for a service-related reason and provided by a parent, guardian, or lawful representative. If we learn that we have collected children’s data incorrectly, we will take appropriate steps to delete it or obtain proper authorisation.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically so they remain informed about how their personal data is used.

12. Summary of our privacy principles

At Cleaner Belsizepark, our approach is simple: collect only what we need, use it fairly, keep it secure, retain it only as long as necessary, and respect your rights. We are committed to protecting the privacy of all Cleaner Belsizepark customers in the area and to operating in a way that is transparent, responsible, and compliant with data protection law.