Cleaner Richmond Upon Thames Privacy Policy

This Privacy Policy explains how Cleaner Richmond Upon Thames collects, uses, discloses and protects your personal data when you use our cleaning services in the Richmond upon Thames area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Cleaner Richmond Upon Thames customers and prospective customers located in the Richmond upon Thames area who contact us, request a quote or use our services.

Who we are and scope of this policy

Cleaner Richmond Upon Thames is a local cleaning service provider operating in the Richmond upon Thames area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect about our customers and potential customers. This means we determine the purposes and means of processing your personal data and are responsible for safeguarding it in line with applicable data protection legislation.

This Privacy Policy covers all personal data that we collect and process in connection with providing domestic and commercial cleaning services, including when you contact us, request a quote, make a booking, or communicate with us about an existing service.

Personal data we collect

We only collect personal data that is relevant and necessary for providing and managing our cleaning services. The types of personal data we may collect include:

Identification and contact information such as your name, address of the property to be cleaned, billing address, and general contact details so that we can communicate with you and provide our services.

Service and booking information such as details of the cleaning services requested, property type and size, preferred dates and times for bookings, access instructions, and information you choose to share about specific cleaning needs or preferences.

Payment and billing information such as records of payments made and payment method used. If we use third party payment processors, they may collect and process your payment card details directly on our behalf. We do not store full payment card details on our own systems.

Communication records such as emails, messages or notes taken during phone conversations relating to quotes, bookings, feedback, complaints or general customer service queries.

Technical and usage information where relevant, such as basic device or browser information and aggregate usage data, when you interact with any online forms or tools we operate.

How we collect your personal data

We collect your personal data directly from you when you contact us, request a quote, make a booking or communicate with us about our services. This may be done by phone, through online contact forms, or in person. We may also receive basic details about you if you are referred to us by another customer or business partner, in which case we will let you know how we obtained your details when we first contact you.

Lawful bases for processing

We process your personal data only where we have a valid legal basis under data protection law. Depending on the context, we rely on one or more of the following lawful bases:

Contractual necessity where processing is necessary to enter into or perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotes or confirming availability, and then delivering and managing agreed cleaning services.

Legitimate interests where we have a genuine and legitimate business interest that does not override your rights and freedoms. This may include managing our relationship with you, improving our services, maintaining business records, and ensuring the safety and security of our staff and customers.

Legal obligations where we need to process certain personal data to comply with legal or regulatory requirements, for example relating to tax, accounting or responding to lawful requests from authorities.

Consent where you have clearly agreed to specific processing, for example receiving certain marketing communications. When we rely on consent, you may withdraw it at any time, and we will explain how you can do this when we obtain your consent.

How we use your personal data

We use your personal data primarily to deliver and manage our cleaning services in the Richmond upon Thames area, including:

Providing quotes for cleaning services and responding to enquiries or requests for information.

Managing bookings, scheduling appointments and coordinating cleaners to attend your property.

Communicating with you about your bookings, including confirmations, reminders, amendments and cancellations.

Processing payments and managing invoices and accounts for our services.

Handling feedback, complaints, and customer service issues.

Maintaining internal records for administrative, accounting and audit purposes.

Improving and developing our services, for example by analysing aggregated information about customer preferences and service performance where possible.

Sending information about our services and offers where you have chosen to receive such communications or we are otherwise permitted to do so under data protection and marketing laws.

Data processors and sharing your information

We may share your personal data with trusted third parties who act as data processors on our behalf to help us deliver our services. These third parties are only permitted to use your personal data in accordance with our instructions and data protection law. They must implement appropriate security measures and are not allowed to use your data for their own purposes.

Examples of such processors include service providers that support our booking and scheduling systems, cloud storage or hosting providers that store our records, customer relationship tools used to manage communications, and payment processing companies that securely handle your payment details.

We may also share personal data where required by law, regulation or a valid request from a public authority, or where necessary to establish, exercise or defend legal claims. In the event of a business reorganisation or transfer of our services, we may share personal data with relevant parties, and we will ensure that your rights continue to be protected.

Data retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. We consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing and whether we can achieve those purposes through other means.

In general, we retain customer records and booking information for a period that allows us to manage ongoing relationships, handle queries and meet our legal obligations. Payment and invoice records will usually be kept for the period required by applicable tax and accounting laws. When personal data is no longer needed for these purposes, we will securely delete or anonymise it.

Data security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, disclosure or destruction. These measures include limiting access to personal data to staff and processors who need it to perform their duties, using secure storage and communication methods where appropriate, and maintaining internal policies and training on data protection and confidentiality.

While we strive to protect your personal data, no systems or transmissions can be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take steps to mitigate the impact and, where required, notify you and the relevant supervisory authority.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Cleaner Richmond Upon Thames customers and prospective customers in the Richmond upon Thames area, subject to certain limitations and exceptions. Your rights include:

The right of access to obtain confirmation as to whether we process your personal data and to receive a copy of the personal data we hold about you.

The right to rectification to have inaccurate or incomplete personal data corrected or updated.

The right to erasure in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.

The right to restrict processing in certain situations, such as where you contest the accuracy of the data or object to our processing, while we review your request.

The right to object to processing based on our legitimate interests, including direct marketing, where applicable.

The right to data portability in certain situations, allowing you to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible.

If you wish to exercise any of these rights, you can contact us using the contact methods you already use to communicate with Cleaner Richmond Upon Thames. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by law.

Complaints and supervisory authority

If you are concerned about how we handle your personal data, we encourage you to contact us first so we can try to resolve your concerns. You also have the right to lodge a complaint with the UK supervisory authority responsible for data protection matters. Further information about your rights and how to complain can be obtained from the relevant supervisory authority.

International transfers

We aim to store and process your personal data within the United Kingdom or the European Economic Area where possible. If we use processors or service providers located outside these regions, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other mechanisms approved under data protection law.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. When we make significant changes, we will take reasonable steps to inform you, for example by updating the version published through our usual communication channels. The date of the latest update will be shown in the policy, and your continued use of our services after any changes indicates your acknowledgement of the updated Privacy Policy.