Privacy Policy

Kingston upon Thames Cleaner Privacy Policy

This Privacy Policy explains how Kingston upon Thames Cleaner collects, uses, stores, and protects personal data relating to customers in the Kingston upon Thames area. It is intended to comply with the United Kingdom General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all customers and prospective customers who use our cleaning services within the Kingston upon Thames area.

Who we are and scope of this policy

Kingston upon Thames Cleaner is a cleaning service provider operating in the Kingston upon Thames area. In relation to the personal data we collect and process, we act as the data controller. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.

This Privacy Policy applies to all personal data collected from customers and potential customers in connection with enquiries, bookings, service delivery, and related activities in the Kingston upon Thames area.

Personal data we collect

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

Identification and contact details, such as your name, title, residential address, service address, and other contact details required to communicate with you.

Booking and service information, such as details of the services you request, property type, access instructions you choose to provide, preferred dates and times, and any special requirements relevant to the cleaning services.

Communication records, such as information contained in enquiries, feedback, complaints, and any other communications you have with us.

Payment-related information, such as records of payments made and the payment method used. We do not store full payment card details ourselves if payments are processed through secure third-party payment processors.

Technical and usage data, such as information about how you interact with our website or online booking systems. This may include device information, browser type, approximate location data, and log information, typically collected through cookies or similar technologies.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, make an enquiry, confirm a booking, or communicate with us in relation to our services. This may occur via phone, online forms, messaging tools, or in person.

We may also collect personal data automatically when you use our website or digital services, for example through cookies and analytical tools that capture technical and usage data. In some cases, we may receive personal data about you from third parties where this is necessary for us to provide our services, such as payment processors or online booking platforms, in accordance with data protection laws.

Lawful bases for processing

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

Contractual necessity. We process your personal data when it is necessary to enter into or perform a contract with you, such as to manage your booking, provide cleaning services, take payment, and communicate with you about your service.

Legitimate interests. We may process your personal data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include improving our services, managing our relationship with you, maintaining business records, and ensuring the security of our operations.

Legal obligations. We may process your personal data to comply with legal or regulatory obligations, such as tax and accounting requirements, or to respond to lawful requests from public authorities.

Consent. In limited cases, we may rely on your consent to process your personal data, for example in relation to certain types of marketing communications or optional information you choose to provide. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To respond to enquiries and provide quotes for our cleaning services.

To set up, manage, and fulfil bookings and cleaning service appointments.

To communicate with you regarding schedules, access, service updates, and any issues that may arise.

To process payments and maintain accurate billing and accounting records.

To manage our relationship with you, including handling complaints, feedback, and after-service support.

To improve our services, website, and customer experience, including through analysis of aggregated and anonymised data where possible.

To maintain security, prevent fraud, and protect our rights, property, and safety, as well as those of our customers and staff.

To comply with applicable laws, regulations, and legal processes.

Data sharing and processors

We may share your personal data with trusted third parties who process data on our behalf. These third parties act as data processors and are only permitted to use your personal data in accordance with our instructions and applicable data protection laws. They are required to implement appropriate technical and organisational measures to protect your data.

Examples of such third parties include:

Payment service providers that securely process payments on our behalf.

IT and hosting providers that support our websites, booking systems, and data storage.

Customer management or communication service providers that help us manage enquiries and customer relationships.

Professional advisers, such as accountants or legal advisers, where necessary to support our business operations and comply with legal obligations.

We may also disclose personal data when required by law or in response to valid requests by public authorities, such as law enforcement agencies or regulatory bodies.

International data transfers

Where our service providers or their systems are located outside the United Kingdom, your personal data may be transferred to and processed in other countries. In such cases, we take steps to ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws, such as using standard contractual clauses or ensuring that the destination country has an adequate level of data protection.

Data retention

We retain 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.

In determining the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, whether we can achieve those purposes through other means, and applicable legal requirements.

Generally, we retain customer records for a period that allows us to manage ongoing relationships and comply with statutory record keeping requirements. At the end of the relevant retention period, we will either securely delete or anonymise your personal data so that it can no longer be associated with you.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, encryption, secure storage solutions, regular review of our security practices, and limiting access to personal data to those staff and service providers who need it for legitimate business purposes.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Kingston upon Thames Cleaner customers in the Kingston upon Thames area, subject to certain limitations and conditions set out in the law.

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with information about how we use it.

Right to rectification. You have the right to request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data. This right may be limited where we need to retain data to comply with legal obligations or to establish, exercise, or defend legal claims.

Right to restriction of processing. You have the right in certain circumstances to request that we restrict the processing of your personal data, for example where you contest its accuracy or object to our use of it.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.

Right to object. You have the right to object at any time to processing of your personal data based on our legitimate interests, including profiling, and we will stop processing your data unless we can demonstrate compelling legitimate grounds for the processing or the processing is for the establishment, exercise, or defence of legal claims.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any significant changes will be communicated through our usual communication channels or made clearly available on our website. The date of the most recent version will be indicated so you can see when it was last updated.

Contact and further information

If you have any questions about this Privacy Policy, how we handle your personal data, or wish to exercise any of your data protection rights, you can contact us through the usual communication channels you use to engage Kingston upon Thames Cleaner. We will respond to your request in accordance with applicable data protection laws.