Privacy Policy - Cleaners Belsizepark

This Privacy Policy explains how Cleaners Belsizepark collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Belsizepark area. It applies to all Cleaners Belsizepark customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

By using our services, making an enquiry, or entering into an agreement with us, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We collect only the information that is necessary for providing and managing our cleaning services, operating our business, and meeting legal obligations. The types of data we may collect include:

Identity details: name, title, and any other information needed to identify you.
Contact details: address, email address, and telephone number.
Service information: cleaning preferences, booking history, instructions, access arrangements, and service notes.
Payment information: billing details, payment status, and transaction records. We do not store full card details where payment is handled by a secure third-party payment provider.
Communication records: emails, messages, call notes, complaint details, and feedback.
Property-related information: entry instructions, cleaning specifications, and information relevant to the safe delivery of services.
Technical data: limited device or usage data when you interact with our digital systems, if applicable.

We generally do not seek to collect special category data unless it is strictly necessary and you choose to provide it, for example where it is relevant to access, safety, or service adjustments. Where such data is processed, we will apply additional safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide cleaning services and manage appointments;
to confirm bookings, respond to enquiries, and communicate service updates;
to process payments, invoices, and refunds where applicable;
to maintain service records and customer preferences;
to resolve complaints, disputes, or service issues;
to improve service quality and internal operations;
to meet legal, accounting, and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to exercise or defend legal claims if needed.

We process data only for purposes that are compatible with the reason it was collected, unless a new lawful basis applies.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the context, Cleaners Belsizepark relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, confirming appointments, and managing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include business administration, service improvement, record keeping, customer communication, and fraud prevention. We always consider whether the processing is proportionate and whether your privacy rights require additional protection.

Legal Obligation

We process certain data where required to comply with legal and regulatory obligations, including tax records, accounting requirements, and any lawful requests from public authorities.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to receive certain marketing communications or provide optional information. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency or where safety concerns arise during a service visit.

5. Sharing and Processors

We do not sell personal data. However, we may share personal data with trusted third parties who act as processors on our behalf or as independent controllers where required by law. These may include:

Payment processors: to handle secure transactions and billing support.
Booking and scheduling systems: to manage appointments and customer records.
IT and cloud service providers: to store data securely and support our internal systems.
Communication providers: to send service-related messages and manage correspondence.
Professional advisers: such as accountants, legal advisers, or insurers where necessary.
Regulatory or public authorities: where disclosure is required by law or necessary to protect rights, safety, or property.

All processors are required to act only on our instructions, to use appropriate technical and organisational security measures, and to process data in compliance with applicable data protection law. Where processors are located outside the UK, we will ensure appropriate safeguards are in place for international data transfers.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for service delivery, legal compliance, and dispute resolution. Retention periods depend on the type of information and the purpose of processing.

Customer and service records: retained for the period needed to manage the service relationship and for a reasonable time afterwards.
Financial and accounting records: retained for the period required by tax and accounting law.
Complaints and dispute records: retained for as long as necessary to address the issue and protect legal interests.
Marketing preferences: retained until you withdraw consent or object, where applicable.

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

7. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and restricted access to sensitive records.

While no system can be guaranteed completely secure, we work to reduce risks and to ensure that any processors used by us maintain appropriate safeguards.

8. Your Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain cases.
Right to restriction: to request limited processing in specific situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. Before doing so, we encourage you to raise any concerns with us so we can review and, where appropriate, resolve the issue.

9. Cookies and Similar Technologies

If we use a website or digital booking tools, limited cookies or similar technologies may be used to support functionality, security, and performance. Where required by law, we will obtain consent before placing non-essential cookies. Any such use will be limited to what is necessary and proportionate.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data directly from children except where it is incidentally provided by an adult customer in relation to service delivery. Where this occurs, we will only process the data where it is necessary and lawful.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most recent version will apply to your use of our services. We encourage customers in the Belsizepark area to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Key Points

Data collection: we collect only the personal data needed to provide and manage cleaning services.
Lawful basis: processing is based on contract, legitimate interests, legal obligation, consent, or vital interests where appropriate.
Retention: data is kept only as long as necessary and then securely deleted or anonymised.
Processors: trusted third parties may process data on our instructions under strict safeguards.
User rights: you can access, correct, erase, restrict, object, or port your data, and withdraw consent where applicable.

This Privacy Policy applies to all Cleaners Belsizepark customers in area.