Privacy Policy - Kingstonuponthames Cleaner

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

1. Who We Are

Kingstonuponthames Cleaner provides domestic and commercial cleaning services. In the course of delivering these services, we may process personal data relating to customers, property occupants, billing contacts, and other individuals connected to a service booking. This policy explains what data we collect and how we use it.

2. Personal Data We Collect

We only collect data that is necessary for providing and managing our services. Depending on your relationship with us, the information may include:

Identity details: name, title, and basic identifying information.
Contact details: address, email address, telephone number, and preferred communication method.
Service information: booking details, property access notes, cleaning preferences, service history, and instructions relevant to the work requested.
Payment and billing details: invoice records, payment status, and limited financial information needed to process and record transactions.
Communication data: enquiries, complaints, feedback, and correspondence with our team.
Technical data: basic website or device information if you contact us through digital channels, such as IP address, browser type, and usage logs, where applicable.

We do not intentionally collect special category data unless it is voluntarily disclosed by you and is necessary for a specific service-related reason. If such information is provided, we will handle it with additional care and only process it where a lawful basis exists.

3. How We Use Your Data

We use personal data only for legitimate business and operational purposes. These purposes may include:

managing enquiries and providing quotes;
confirming bookings and scheduling services;
delivering cleaning services at your property;
processing payments, issuing invoices, and keeping financial records;
contacting you about service updates, access arrangements, or changes to appointments;
handling complaints, disputes, or service issues;
maintaining internal records and service quality;
meeting legal, accounting, insurance, and regulatory obligations.

We will only use your data in ways that are compatible with the reason it was originally collected, unless we have a valid legal basis to do otherwise.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Kingstonuponthames Cleaner relies on the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes arranging cleaning appointments, providing the service, and handling billing or service administration.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include improving our services, managing customer relationships, responding to enquiries, and protecting our business from fraud or misuse.

Legal Obligation

We may need to process and retain certain records to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Consent

Where consent is required, for example in specific optional communications or non-essential processing, we will ask for it clearly and you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We do not sell personal data. We may share limited information with trusted third parties, known as processors, who help us operate our business and provide services. These processors only act on our instructions and are required to protect your data.

Examples of processors may include:

Payment processors: to handle card or online payments securely.
Accounting providers: to maintain financial records and support tax compliance.
IT and hosting providers: to support secure storage, email, and digital systems.
Scheduling or customer management tools: to organise bookings and service records.
Professional advisers: such as accountants, insurers, or legal advisers where necessary.

In rare cases, we may also disclose data where required by law, court order, or a lawful request from a public authority. Any third party receiving personal data must apply appropriate technical and organisational safeguards.

6. Data Retention

We keep personal data only for as long as it is needed for the purposes described in this policy, and no longer than necessary. Retention periods depend on the type of information and the reason it is held.

Customer and booking records: kept for as long as needed to provide services and manage our relationship with you.
Financial and tax records: retained for the period required by law, typically several years after the relevant financial year.
Complaints or dispute records: kept for a reasonable period to resolve issues and protect legal rights.
Communication records: retained for operational reference unless longer storage is required for legal or service-related reasons.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data Security

We take appropriate steps to protect personal data from unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system is entirely risk-free, we work to maintain a level of security appropriate to the nature of the data we handle.

8. Your Rights Under UK GDPR

You have a number of rights regarding your personal data. Subject to legal conditions and exceptions, these include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete data.
Right to erasure: in certain circumstances, you can request that we delete your data.
Right to restrict processing: you can ask us to limit how we use your data in specific situations.
Right to object: you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability: you can request your data in a commonly used, machine-readable format where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a request. We will aim to respond within the time limits required by law.

9. Marketing and Preferences

If we send any non-essential communications, such as service updates or promotional information, we will do so in accordance with applicable law. You can opt out of marketing communications where provided, and we will respect your choices.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer and is necessary for service delivery. If we become aware that child data has been collected without a valid reason, we will take appropriate steps to delete or secure it.

11. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it, such as adequacy regulations or approved contractual protections. We will only transfer data where necessary and in compliance with applicable data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or communicated, as appropriate. We encourage customers to review this policy periodically.

13. Summary of Our Commitment

Kingstonuponthames Cleaner is committed to respecting your privacy, handling your data responsibly, and using it only for legitimate service-related purposes. We collect only the information we need, keep it only as long as necessary, and protect it through appropriate safeguards. This policy applies to all Kingstonuponthames Cleaner customers in the area and explains how we comply with our obligations under UK GDPR.

Last updated: 2026