Cleaner Belsize Park Privacy Policy

This Privacy Policy explains how Cleaner Belsize Park collects, uses, stores and protects personal data relating to customers and prospective customers in the Belsize Park area. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Cleaner Belsize Park customers and individuals who enquire about or use our cleaning services in the Belsize Park area.

Who we are and scope of this policy

Cleaner Belsize Park provides domestic and commercial cleaning services in the Belsize Park area. For the purposes of data protection law, Cleaner Belsize Park is the data controller in respect of the personal data described in this Privacy Policy. This Privacy Policy covers personal data collected directly from you, generated by us in the course of providing services, or received from third parties acting on your instructions or on our behalf.

Personal data we collect

We collect and process different categories of personal data depending on your relationship with us and how you interact with our services. This may include:

Contact and identification details such as name, postal address, billing address, access instructions for the property, and any other information you choose to provide to help us deliver our services.

Booking and service information such as records of service enquiries, bookings, dates and times of cleaning sessions, frequency of service, preferences about particular tasks, and any feedback or complaints.

Payment and billing data such as billing history, payment status, and limited payment-related information as necessary to allocate and reconcile payments. We do not store full payment card details when payments are processed by external payment providers.

Communication records including emails or other correspondence, notes from telephone conversations where relevant to the service, and any other information you provide when communicating with us.

Operational and safety information such as information about property access arrangements, instructions about alarms or keys, and information relevant to the safety of you, our staff and contractors.

Technical data where relevant to online interactions, such as basic device and browser information, and limited usage data necessary to operate and secure any online tools or forms used to request or manage services.

How we obtain personal data

We usually collect personal data directly from you when you contact us, request a quotation, make a booking, or communicate with us about our services. We may also obtain personal data from:

Third party service providers that process payments or support our booking and communication systems.

Referrals from existing customers or partners, where you have been referred to us and your details are shared for that purpose.

Publicly available sources, where necessary to verify basic details or comply with legal obligations.

Lawful basis for processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the specific processing activity, the lawful basis will usually be one or more of the following:

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 managing enquiries, bookings, delivering cleaning services, and handling payments and customer support.

Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, provided these interests are not overridden by your rights and interests. This includes managing and improving our services, maintaining administrative records, ensuring the security of our staff and customers, and preventing fraud or misuse of our services.

Legal obligation. We process personal data where this is necessary to comply with legal and regulatory obligations, such as tax and accounting requirements and responding to lawful requests from authorities.

Consent. In certain cases we may rely on your consent, for example for specific marketing communications where required by law. You can withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

How we use personal data

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

To provide and manage cleaning services, including handling enquiries, preparing quotations, scheduling and delivering services, managing our staff and contractors, and dealing with customer requests.

To manage our relationship with you, including communicating about upcoming appointments, service changes, billing, and customer service matters.

To process payments, manage invoices and account records, and handle refunds or disputes.

To improve our services, for example by analysing feedback, understanding typical service patterns, and training staff.

To protect our business and ensure safety, including verifying information as necessary, keeping records of visits, and ensuring the security of our staff and your property.

To comply with legal, regulatory, and tax obligations and to establish, exercise or defend legal claims.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.

In general, we keep core customer records, booking and service information, and related communications for as long as you are an active customer and for a period after your last interaction with us, to handle any queries, complaints or legal claims. This retention period will typically not exceed six years after your last service or payment, unless a longer period is required by law or is necessary in connection with a legal claim.

Operational data that is no longer needed, such as temporary access codes or instructions, is retained only for as long as required to provide the service safely and effectively.

Where personal data is no longer required, it will be securely deleted, anonymised or archived in accordance with our data retention procedures.

Data processors and sharing of personal data

We do not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use personal data in accordance with our instructions and are required to implement appropriate security measures.

Examples of processors and recipients include:

Payment processing providers that handle card or electronic payments on our behalf.

IT and system support providers that host or maintain our booking, communication, or record keeping systems.

Professional advisers, such as accountants or legal advisers, where necessary for legitimate business and compliance purposes.

Authorities, regulators or law enforcement bodies where we are legally obliged or entitled to share personal data, for example in relation to tax, accounting, or the investigation of suspected criminal activity.

Our staff and contractors who need access to relevant information in order to perform their roles, such as attending scheduled cleaning appointments at your address and following your service instructions.

Where we use processors, we take steps to ensure they provide sufficient guarantees that they will protect personal data in line with data protection law.

International transfers

Where personal data is processed or stored outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as reliance on adequacy regulations or standard contractual clauses, so that your data is protected to standards equivalent to those in the United Kingdom.

Security of personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those individuals who need it, using secure systems for storing and transmitting information where appropriate, and maintaining procedures for handling potential data breaches.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights apply subject to specific conditions and exemptions. They include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is processed.

Right to rectification. You can ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction of processing. In certain situations, you can ask us to restrict the processing of your personal data, for example while we investigate a concern you raise about its accuracy.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you can ask to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.

Right to object. You can object to processing based on our legitimate interests or for direct marketing purposes. If you object to direct marketing, we will stop processing your data for that purpose.

Right to withdraw consent. Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent is withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact Cleaner Belsize Park using the contact details provided in our customer correspondence or on our service materials. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or within any extended period allowed by law where the request is complex or numerous.

You also have the right to lodge a complaint with the relevant data protection supervisory authority. While you do not need to contact us before doing so, we encourage you to raise any concerns with us first so that we can try to resolve them.

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 changes will apply from the date we publish the updated version. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.