Privacy Policy - Westhampstead Cleaner

This Privacy Policy explains how Westhampstead Cleaner collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the West Hampstead area and surrounding local area. It applies to all Westhampstead Cleaner customers in area, including residential and commercial clients, prospective customers, and individuals who communicate with us in relation to our services. 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.

1. Personal Data We Collect

We only collect personal data that is necessary to provide and manage our cleaning services. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name, title, and any company or household name you provide.
Contact details such as your address, email address, and telephone number.
Service details such as the type of cleaning requested, property access instructions, preferred timings, service notes, and special requirements.
Payment and billing information such as payment status, invoices, transaction records, and limited financial details needed to process payments.
Communication records such as emails, messages, booking notes, complaints, feedback, and service-related correspondence.
Technical data if you communicate with us electronically, including basic device and usage information where necessary for security and service administration.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for your service arrangements, for example, information relating to allergies, mobility needs, or property access considerations. When such information is provided, we handle it carefully and only where there is a lawful basis to do so.

2. How We Use Your Data

We use personal data only for legitimate business and operational purposes connected to our cleaning services. These include:

managing enquiries and providing quotations;
creating and administering bookings;
delivering cleaning services at the requested location;
processing payments and issuing invoices;
maintaining service records and internal administration;
responding to questions, feedback, or complaints;
improving service quality and customer experience;
meeting legal, tax, accounting, and regulatory obligations;
protecting our business, staff, customers, and property;
preventing fraud, misuse, or unauthorised access.

We do not sell your personal data. We do not use your data for purposes that are incompatible with the reasons it was collected, unless we have a valid legal basis or your consent where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Westhampstead Cleaner relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, managing access arrangements, and handling billing or payment matters.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, maintaining records, ensuring service quality, improving operations, and protecting against fraud or misuse.

Legal Obligation

We process data where required to comply with legal obligations, including accounting, tax, record-keeping, and responding to lawful requests from public authorities.

Consent

Where required, we rely on your consent for specific processing activities, such as optional marketing communications or the use of certain categories of sensitive information. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, for example if emergency information is necessary during a service appointment.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and provide our services. These parties act as processors or independent controllers depending on the circumstances. We ensure that any processor acting on our behalf is subject to appropriate contractual obligations, confidentiality requirements, and data protection safeguards.

Typical categories of processors and recipients may include:

Payment providers who process card or electronic payments.
Accounting and bookkeeping providers who assist with invoicing, tax, and financial administration.
IT and cloud service providers who store or secure customer records and communications.
Scheduling and customer management tools used to organise appointments and service notes.
Professional advisers such as accountants, legal advisers, or insurers where necessary.
Regulators, law enforcement, or public authorities where disclosure is required by law or necessary to protect rights and safety.

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place, such as an adequacy decision or standard contractual protections, to ensure your data remains protected.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, or reporting requirements. Retention periods may vary depending on the type of information and the nature of the service provided.

Customer and booking records are generally retained for the duration of the customer relationship and for a reasonable period afterwards to handle queries, disputes, and record-keeping.
Financial and invoice records are retained for the period required by law and standard accounting practice.
Communication records are retained as long as needed to manage service matters and support business administration.
Consent records are retained so we can demonstrate compliance with data protection obligations.

When data is no longer needed, we will securely delete, anonymise, or destroy it in a manner appropriate to the medium and sensitivity of the information.

6. Your Rights

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

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you may request deletion of your personal data.
Right to restriction – you may ask us to limit processing in certain situations.
Right to data portability – where applicable, you may request certain data in a reusable format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
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 UK Information Commissioner’s Office if you believe your personal data has been mishandled. We encourage you to raise concerns with us first so we can try to resolve the matter promptly.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited retention of data access rights.

While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. If we become aware of a data breach affecting your personal data, we will assess the incident and take action in line with applicable legal obligations.

8. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where such information is provided by an adult customer in connection with a household or service arrangement. If we become aware that we have collected children’s data without appropriate justification, we will take steps to delete it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data processing practices. The most current version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is used and protected.

10. Summary of Our Approach

Westhampstead Cleaner is committed to handling personal data responsibly, transparently, and lawfully. We collect only what we need to deliver and manage cleaning services, use it for clear and limited purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. We also respect your privacy rights and aim to make all data handling fair, secure, and proportionate.