Privacy Policy

West Hampstead Cleaner Privacy Policy

This Privacy Policy explains how West Hampstead Cleaner collects, uses, stores and protects personal data relating to our customers in the West Hampstead area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our cleaning services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all customers and prospective customers of West Hampstead Cleaner within the West Hampstead area who engage with us to enquire about, book, or receive cleaning services. West Hampstead Cleaner is the data controller for the personal data described in this Privacy Policy and determines the purposes and means of processing that personal data.

Types of Personal Data We Collect

We only collect personal data that is necessary for us to provide and manage our cleaning services. The types of personal data we may collect include:

Identification and contact details such as full name, postal address, property access details where required for the service, and any other contact preferences you provide.

Service and booking information such as dates and times of bookings, frequency of service, type of cleaning required, special instructions, and information about your premises that is necessary to perform the service.

Billing and payment details such as invoicing details, billing address, and records of payments. Where card payments are processed by a payment service provider, we do not store your full card details.

Communication records such as enquiries, complaints, feedback, and any other correspondence between you and West Hampstead Cleaner in relation to our services.

Technical and usage information such as basic information about how you interact with our website or online booking tools, for example pages viewed and basic device information, where this is collected via cookies or similar technologies and where permitted by law.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm or amend your appointments, request customer support, or provide feedback.

We may also collect personal data indirectly when you use our website or online forms, or where another person makes a booking on your behalf and provides your details, in which case they must have your permission to share that information with us.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis under the UK GDPR. Depending on the specific processing activity, we rely on the following lawful bases:

Performance of a contract: We process your personal data to take steps at your request prior to entering into a contract and to perform the contract for cleaning services, including managing bookings, providing the service, and handling payment.

Legitimate interests: We process certain data to pursue our legitimate interests in operating and improving our business, for example maintaining accurate records, managing our schedule, responding to enquiries, training staff, and handling routine business administration. When relying on legitimate interests, we ensure these interests are balanced with your rights and freedoms.

Legal obligations: We may process your personal data to comply with legal, regulatory, tax, or accounting obligations, including the retention of invoices and customer records as required by law.

Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications or optional cookies. Where we rely on consent, you are free to withdraw it at any time, and this will not affect the lawfulness of processing before consent was withdrawn.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide cleaning services, including taking bookings, planning and delivering the service, and communicating with you about your appointments.

To manage customer relationships, including responding to enquiries, handling complaints, collecting feedback, and providing customer support.

To administer billing and payments, including issuing invoices, processing payments through our chosen payment provider, and maintaining accounting records.

To improve our services, including reviewing service quality, training staff, and analysing anonymised or aggregated information about bookings and service usage.

To protect our business, including preventing misuse of our services, enforcing our terms and conditions, and protecting or defending our legal rights.

To comply with legal and regulatory requirements, including record-keeping obligations and responding to lawful requests from authorities where applicable.

Data Sharing and Processors

We do not sell your personal data. We share your personal data only when necessary and with appropriate safeguards in place. Depending on the services you use, we may share your personal data with:

Cleaning staff and contractors who require access to your name, address, and booking details in order to provide the cleaning services at your premises.

Payment service providers who process payments on our behalf. These providers act as independent controllers or processors depending on their role, and handle payment information securely.

IT and administrative service providers who host or maintain our systems, scheduling tools, or communication platforms. These parties act as data processors and are bound by data processing agreements requiring them to protect your data and process it only in accordance with our instructions.

Professional advisers such as accountants or legal advisers who may have access to limited personal data when providing services to us, for example in relation to our accounts or legal obligations.

Public authorities or other third parties where required by law, or where necessary to establish, exercise, or defend legal claims.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we take steps to ensure an adequate level of protection for your personal data. This may include using standard contractual clauses or relying on other recognised safeguards in accordance with data protection law.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected or to meet legal, regulatory, or accounting requirements. The specific retention period depends on the type of data and the context of the processing.

Customer and booking records are generally retained for as long as you remain an active customer and for a reasonable period afterwards to handle any follow-up enquiries, disputes, or legal claims.

Billing and financial records, including invoices and payment details, are retained for the period required by tax and accounting laws.

Communication records are retained for as long as needed to manage our relationship with you and to maintain an audit trail for significant interactions.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable person.

How We Protect Your Data

We implement appropriate technical and organisational measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to staff and contractors who need it to perform their duties, using secure systems and tools, and providing guidance and training on data protection.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:

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

Right to rectification: You have the right to ask us to correct inaccurate personal data about you and to complete incomplete information.

Right to erasure: In certain circumstances, you have the right to request the deletion of your personal data, for example where it is no longer needed for the purposes for which it was collected and we do not have a legal obligation to retain it.

Right to restriction: You have the right to request that we restrict the processing of your personal data in certain situations, for example while we are assessing a request to rectify or erase data.

Right to data portability: Where we process your personal data on the basis of your consent or to perform a contract and the processing is carried out by automated means, you may have the right to receive that data in a structured, commonly used, and machine readable format and to transmit it to another controller.

Right to object: You have the right to object, on grounds relating to your particular situation, to our processing of your personal data based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where the processing is necessary for legal claims.

Right to withdraw consent: Where we rely on your consent, you have the right to withdraw that consent at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.

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. When we make changes, we will update the version made available to you and adjust the date of the most recent revision. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.