Cleaner Kingston Privacy Policy

This Privacy Policy explains how Cleaner Kingston collects, uses, discloses, and protects personal data relating to customers in the Cleaner Kingston service area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act. This Privacy Policy applies to all Cleaner Kingston customers and prospective customers within our operating area, regardless of how you contact us or use our services.

Who We Are

Cleaner Kingston is a cleaning service provider operating in the Kingston area. For the purposes of data protection law, Cleaner Kingston is the data controller for the personal data described in this Privacy Policy. This means we decide why and how your personal data is processed when you use our services or interact with us.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you use our services. This may include the following information.

Identification and contact details such as your name, postal address, service address, and any other contact details you choose to provide. These details are used to set up and manage your cleaning bookings and to communicate with you.

Account and booking information such as details of your bookings, frequency and type of cleaning services requested, special instructions for the property, and changes or cancellations. This helps us plan and deliver our services effectively.

Payment related information such as payment method and transaction details. We do not store full payment card details ourselves when a third party payment processor is used, but we may receive confirmation of payment, partial card details, or references that identify your transaction.

Communications and correspondence such as emails, written correspondence, and records of any telephone or in person conversations relevant to your bookings or our services. This may include feedback, compliments, or complaints.

Technical and usage information where you interact with our online services, such as basic technical data sent by your browser, limited usage information about pages visited, and the time and date of access. This helps us understand and improve how our services are used.

Incident and security information such as reports of accidents, property damage, or security issues relating to our services. This information is collected to investigate and manage incidents and to comply with legal obligations.

How We Collect Your Data

We collect personal data directly from you when you contact us to ask about our services, request a quote, make a booking, or communicate with us in any way. This may take place over the phone, in person, via online forms, or through written correspondence.

We may also receive personal data about you from third parties where this is necessary to provide our services. For example, you may be introduced to us through a landlord, letting agent, property manager, or another person who arranges cleaning on your behalf. In such cases we only process data that is relevant for providing our services and we expect those third parties to have a lawful basis to share your data with us.

Lawful Bases For Processing

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

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, such as to provide cleaning services, take payment, manage bookings, or respond to pre contract enquiries.

Legal obligation. We process your personal data when we need to comply with legal or regulatory obligations, for example in relation to tax, accounting, insurance, health and safety, or responding to lawful requests from authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests or those of a third party, and those interests are not overridden by your rights and freedoms. Examples include managing and improving our services, keeping accurate records of work carried out, preventing fraud or misuse of our services, handling customer enquiries and complaints, and protecting our staff and property.

Consent. In certain limited cases we may rely on your consent, for example for specific optional communications or for using particular types of cookies or similar technologies. Where we rely on consent you can withdraw it at any time, although this will not affect processing that took place before you withdrew consent.

How We Use Your Personal Data

We use your personal data to provide and manage our cleaning services, including taking and confirming bookings, understanding your cleaning requirements, and assigning cleaning staff.

We use your data to communicate with you, including sending booking confirmations, updates, reminders, and responding to your enquiries or feedback.

We use your data for billing and payment processing, including issuing invoices, managing payments, and maintaining accurate financial records.

We may use your data to improve and develop our services, for example by reviewing feedback, understanding patterns of service use, and training staff.

We may use your data to manage and investigate incidents, resolve disputes, and defend legal claims if necessary, as well as to comply with law enforcement or regulatory requirements.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with carefully selected third parties when this is necessary to provide our services or to meet our legal and regulatory obligations.

We may share data with service providers who act as data processors on our behalf. These may include payment processing providers, IT and cloud service providers, booking and scheduling tools, and professional advisers such as accountants or legal advisers. These processors are required to act only on our instructions, to keep your data secure, and to use it solely for the purposes we specify.

We may share information with insurers and loss adjusters where necessary to manage claims relating to accidents, damage, or other incidents arising from our services.

We may also share data with authorities, regulators, or law enforcement where we are legally required to do so or where this is necessary to protect our rights, the rights of our customers, or the safety of our staff.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to comply with legal, accounting, or reporting requirements.

In general, we keep customer and booking records for a period that allows us to manage ongoing services, deal with complaints or queries, and comply with tax and accounting obligations. This may involve retaining some records for several years after your last interaction with us.

Where data is no longer needed, we will either delete it securely or anonymise it so that it can no longer be linked to you. Retention periods may vary depending on the type of information and the context in which it was collected.

International Transfers

Some of our service providers may store or access your personal data outside the United Kingdom. Where this occurs, we take steps to ensure that your data is protected by appropriate safeguards, such as using standard data protection clauses approved by relevant authorities or working with providers in countries that have been found to provide an adequate level of protection for personal data.

Data Security

We take reasonable and proportionate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or unauthorised access. These measures include controls over who can access customer data, secure storage of records, and appropriate staff training.

While we take security seriously, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities in accordance with our legal obligations.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.

You have the right of access, which means you can request confirmation of whether we process your personal data and obtain a copy of that data together with information about how it is used.

You have the right to rectification, which means you can ask us to correct or complete your personal data if it is inaccurate or incomplete.

You have the right to erasure in certain circumstances, which means you can ask us to delete your personal data where it is no longer needed, where you have withdrawn consent, or where you believe we have no lawful basis to continue processing it.

You have the right to restrict processing in certain situations, for example where you contest the accuracy of the data or where you have objected to our use of your data and the matter is under review.

You have the right to object to processing that is based on our legitimate interests, including profiling. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or where the processing is required for legal claims.

You have the right to data portability in certain cases, which allows you to request that we provide your personal data in a structured, commonly used, machine readable format or, where technically feasible, that we transmit it to another controller.

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

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our website or through the usual communication methods you use to reach Cleaner Kingston.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can do our best to resolve any concerns directly.