Privacy Policy - Cleaner Hammersmith

This Privacy Policy explains how Cleaner Hammersmith collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Hammersmith customers in the area, including prospective customers, current customers, and anyone who interacts with our services in connection with domestic or commercial cleaning. We are committed to processing personal data fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Hammersmith provides cleaning services to customers in and around Hammersmith. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and use for our own business purposes. This means we decide why and how your personal data is processed.

2. Personal Data We Collect

We collect only the data that is necessary to deliver our services, manage bookings, communicate with customers, and meet our legal obligations. The types of personal data we may collect include:

• Identity data: name, title, and any information you provide when enquiring about our services.
• Contact data: address, telephone number, email address, and service location details.
• Service data: booking details, cleaning preferences, instructions, access arrangements, and feedback.
• Payment data: billing details and transaction records. We do not store full card details if payment is handled by a third-party payment provider.
• Communication data: messages, emails, notes from calls, and records of customer support or complaints.
• Technical data: basic information such as device type, IP address, or browser data if collected through our digital systems, where applicable.
• Special category data: we do not intentionally collect sensitive personal data unless you choose to provide it and it is necessary for service delivery, for example access or safety instructions. If such data is provided, we will handle it with additional care and only where lawful to do so.

We normally collect personal data directly from you when you request a quote, make a booking, amend a service, pay for services, or contact us. We may also receive data from third parties acting on your behalf, such as property managers or letting agents, where appropriate and lawful.

3. How We Use Your Data

Cleaner Hammersmith uses personal data for the following purposes:

• to provide and manage cleaning services;
• to confirm bookings and appointments;
• to communicate about schedules, changes, and service updates;
• to process payments and issue invoices or receipts;
• to handle complaints, queries, and customer support;
• to maintain business records and service history;
• to improve our services and customer experience;
• to comply with legal, accounting, and tax obligations;
• to prevent fraud, misuse, or security incidents;
• to establish, exercise, or defend legal claims where necessary.

We only use your data where we have a valid legal reason to do so and only for the purposes stated in this Policy. We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have your consent or another lawful basis.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, processing payments, and handling customer communications related to those services.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, improving services, protecting our business from misuse, and maintaining internal records.

Legal Obligation

We process certain data where needed to comply with legal or regulatory obligations, such as accounting, tax, or record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example if optional marketing communications are offered. Where consent is used, you can withdraw it at any time. Withdrawing consent does not affect processing already carried out before withdrawal.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, for example where urgent safety concerns arise during a service visit.

5. Sharing Your Data and Processors

We do not sell personal data. However, we may share limited information where necessary to provide our services, run our business, or comply with the law. This may include sharing data with carefully selected processors who act on our instructions and are required to protect your data.

Examples of processors may include:

• booking and scheduling software providers;
• payment processing providers;
• IT, cloud storage, and system support providers;
• accounting and invoicing service providers;
• customer communication and email service providers;
• professional advisers such as accountants or legal advisers, where necessary.

We may also disclose data to public authorities, regulators, insurers, or law enforcement where required by law or where it is necessary to protect our rights, customers, staff, or business operations. Any processor or third party that handles your personal data must do so securely and only for the purposes we have authorised.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the purpose for which it is used.

• Customer and booking records: retained for the duration of the customer relationship and for a reasonable period afterwards to manage queries, disputes, or repeat services.
• Financial and tax records: kept for the period required by applicable law.
• Communication records: retained for as long as needed to resolve issues and maintain accurate business records.
• Marketing data: kept until you opt out or withdraw consent, where consent is the basis relied upon.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. We regularly review retention needs to ensure we do not keep data longer than necessary.

7. Your Rights

As a data subject, you have a number of rights under the UK GDPR. These rights may apply depending on the circumstances of the processing and any legal exceptions. Your rights include:

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct inaccurate or incomplete data.
• Right to erasure: you can request deletion of your data in certain circumstances.
• Right to restrict processing: you can ask us to limit how we use your data in certain situations.
• Right to object: you can object to processing based on legitimate interests and, where applicable, direct marketing.
• Right to data portability: you can request your data in a structured, commonly used format where the law allows.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise your rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before responding to protect your information.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While we make every reasonable effort to protect your data, no system can be guaranteed to be completely secure.

9. International Transfers

If any service provider processes personal data outside the UK, we will ensure that appropriate safeguards are in place to protect your information in line with data protection requirements. This may include standard contractual protections or other lawful transfer mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically to stay informed about how we handle personal data.

11. Summary of Key Principles

In summary, Cleaner Hammersmith processes personal data lawfully, fairly, and transparently. We only collect what we need, use it for clear business purposes, share it only with appropriate processors or where legally required, and keep it only for as long as necessary. This Policy applies to all Cleaner Hammersmith customers in the area and reflects our commitment to respecting privacy and protecting personal information.