Kingston upon Thames Cleaners Privacy Policy
This Privacy Policy explains how Kingston upon Thames Cleaners collects, uses, stores and protects personal data of customers and prospective customers in the Kingston upon Thames area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all individuals who use or enquire about Kingston upon Thames Cleaners services within the Kingston upon Thames area, including domestic and commercial customers. It covers personal data collected through our website, over the phone, in person, and through any other communication or booking channels we use to provide our cleaning services.
Data Controller
Kingston upon Thames Cleaners is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why personal data is processed and are responsible for ensuring that such processing complies with applicable data protection laws.
Types of Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. This may include:
Identification and contact details: name, address, billing address, service address, and other relevant contact information such as email and communication preferences.
Booking and service information: dates and times of bookings, type of cleaning service requested, access instructions, special requests related to your property, and any correspondence relating to your booking.
Payment and billing information: transaction details, billing history, and information required to process payments. Card or account details are handled in a secure and compliant manner by our chosen payment processors where applicable.
Communication records: records of communications between you and Kingston upon Thames Cleaners, including enquiries, feedback, complaints, and customer support interactions.
Technical and usage information: limited technical data such as IP address, device information and basic usage data where necessary for security, performance, and improvement of our online services.
How We Collect Personal Data
We collect personal data directly from you when you contact us to make an enquiry, request a quote, make a booking, or communicate with us by phone, online form, or in person. We may also collect data when you provide feedback, leave reviews, or participate in promotions or customer satisfaction surveys.
We may receive limited personal data from third parties such as online platforms or service marketplaces where you have requested that your details be shared with cleaning service providers in the Kingston upon Thames area. In such cases, we only process the data required to provide the requested service.
Lawful Basis for Processing
We process personal data only where we have a valid lawful basis under data protection law. Depending on the circumstances, this may include:
Contract: processing that is necessary for entering into or performing a contract with you, such as managing bookings, providing cleaning services, handling payments, and communicating about your services.
Legal obligation: processing that is required to comply with legal and regulatory obligations, such as accounting, tax, and record-keeping requirements.
Legitimate interests: processing that is necessary for our legitimate business interests, provided that your rights and interests do not override those interests. This may include service improvement, customer service, security, prevention of fraud, and direct marketing to existing customers in a proportionate and targeted way.
Consent: where required by law, we may rely on your consent to send certain marketing communications or to process certain categories of data. You can withdraw your consent at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide and manage cleaning services in the Kingston upon Thames area, including arranging appointments, allocating staff, and managing access to your property.
To handle payments, invoices, and any related financial administration.
To communicate with you regarding enquiries, quotes, bookings, changes to services, and customer support.
To manage and improve our business operations, including quality control, staff training, and service development.
To maintain security and protect against fraud, misuse, or unauthorised access to our systems and premises.
To comply with legal obligations and respond to lawful requests from public authorities.
To send you service-related information and, where lawful, marketing communications about services that may be relevant to you as a Kingston upon Thames Cleaners customer.
Data Sharing and Processors
We do not sell your personal data. We may share it with trusted third parties only when necessary and in accordance with data protection law.
Service providers and processors: We may engage third-party service providers to assist us in delivering our services, such as payment processors, IT and hosting providers, customer management platforms, and companies that support our administrative and communication functions. These third parties act as data processors and are only permitted to process personal data on our documented instructions and for the purposes set out in this Privacy Policy.
Professional advisers and authorities: We may share personal data with professional advisers such as accountants or legal advisers, and with law enforcement or regulatory authorities if required to do so by law or in order to protect our rights or the rights of others.
Where we use processors, we put in place contracts that require them to implement appropriate technical and organisational measures to protect your personal data and to process it only as necessary to provide their services to us.
International Data Transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area by our processors or service providers, we take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or other mechanisms required by applicable data protection law.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
Customer account and booking information is generally kept for a period that allows us to manage ongoing relationships, handle queries, and maintain accurate records. Financial and transaction records may be retained for longer periods as required by tax and accounting laws.
When personal data is no longer required for the purposes for which it was collected, we take reasonable steps to securely delete or anonymise it.
Data Security
We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, encryption, staff training, and ongoing review of our security practices.
While we take steps to protect your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we are committed to continually improving our security measures.
Your Data Protection Rights
As a data subject, you have certain rights in relation to your personal data under data protection law. These rights apply to all Kingston upon Thames Cleaners customers in the Kingston upon Thames area, subject to any legal limitations or exemptions. Your rights include:
Right of access: the right to request confirmation as to whether we process your personal data and, if so, to receive a copy of that data and additional information about how it is used.
Right to rectification: the right to request correction of inaccurate or incomplete personal data that we hold about you.
Right to erasure: the right to request that we delete your personal data where there is no longer a lawful basis for us to keep it, subject to legal obligations that may require retention.
Right to restrict processing: the right to request that we limit the processing of your personal data in certain circumstances, for example while we check its accuracy or consider an objection.
Right to data portability: the right to receive certain personal data in a structured, commonly used, machine-readable format and to transmit that data to another controller, where technically feasible.
Right to object: the right to object to processing based on our legitimate interests, including profiling, and the right to object at any time to the processing of your personal data for direct marketing purposes.
Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.
Exercising Your Rights
If you wish to exercise any of your rights or have any questions about this Privacy Policy or how your personal data is processed by Kingston upon Thames Cleaners, you can contact us using the contact details provided on our website or in your service documentation. We may need to verify your identity before responding to your request. We aim to respond within the timeframes set by data protection law.
Complaints and Supervisory Authority
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can address your concerns. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe that your data protection rights have been infringed.
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 updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
