Cleaner St John's Wood Privacy Policy

This Privacy Policy explains how Cleaner St John's Wood collects, uses, stores and protects personal data relating to customers and prospective customers in the St John's Wood area. It also describes your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Cleaner St John's Wood customers and potential customers located in the St John's Wood area who contact us, request a quote, make a booking, receive our cleaning services or otherwise interact with us.

Who we are and scope of this policy

Cleaner St John's Wood is a cleaning service provider operating in the St John's Wood area. In relation to the personal data we collect for the purposes described in this Privacy Policy, we act as the data controller. This means we determine the purposes and means of processing your personal data.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We may update this document from time to time, and the most recent version will apply to our processing of your personal data.

Personal data we collect

We collect and process different categories of personal data depending on how you interact with us. The personal data we may collect includes:

Identification and contact details: name, address, property access details where required for service delivery, and communication preferences.

Communication data: information contained in enquiries, messages and feedback you send to us, including the time, date and content of your communications.

Service data: information relating to cleaning bookings, such as the type of service requested, frequency of service, property size, special instructions and records of services provided.

Billing and payment information: details necessary for processing payments and keeping financial records, which may include partial payment card details processed through our payment processors, and records of invoices and payment status. We do not store full payment card details ourselves when payments are processed by third party payment processors.

Technical and usage data: limited technical information provided by your browser or device when you visit our website or contact us online, such as IP address, browser type and pages visited, to help us maintain and improve our services.

Lawful basis for processing

We rely on the following lawful bases under data protection law to process your personal data:

Performance of a contract: we process personal data that is necessary to enter into and perform our contract with you, including handling enquiries, providing quotes, managing bookings, delivering cleaning services, processing payments and communicating with you about your services.

Compliance with legal obligations: we process certain personal data as required by law, for example to maintain financial records for tax and accounting purposes or to respond to lawful requests from public authorities.

Legitimate interests: we process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. Our legitimate interests include managing and developing our business, improving our services, responding to queries, handling complaints, preventing fraud and protecting our rights.

Consent: in limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where processing is based on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.

How we use your personal data

We use your personal data for the following purposes:

To respond to enquiries and provide information about our services.

To create and manage your customer account and bookings.

To plan, schedule and deliver cleaning services at your property.

To process payments, issue invoices and manage billing.

To communicate with you about appointments, changes, cancellations and service updates.

To handle complaints, queries and feedback, and to improve our services.

To manage our relationship with you, including notifying you about changes to our terms or policies.

To maintain business records and comply with legal and regulatory requirements.

To protect our business, customers and staff, including through fraud prevention and security measures.

Data sharing and processors

We do not sell your personal data. We may share your personal data with third parties where necessary and in accordance with data protection law. These third parties act either as independent controllers or as data processors on our behalf.

Service providers acting as processors: we may share personal data with third party companies that provide services to us, such as payment processing providers, accounting and bookkeeping services, customer management tools, information technology and system support providers, and secure data storage providers. These processors only process personal data on our instructions and are contractually required to protect it.

Professional advisers and authorities: we may share personal data with professional advisers, such as accountants or legal advisers, and with government bodies, regulators or law enforcement agencies where required by law or to protect our legal rights.

Business transfers: in the event of a sale, merger or restructuring of our business, your personal data may be transferred to a new owner or entity, subject to appropriate confidentiality and data protection safeguards.

International transfers

If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations issued by the UK government or standard contractual clauses approved by relevant authorities. These measures are designed to ensure that your personal data is protected to a standard essentially equivalent to that in the UK.

Data retention

We retain personal data for no longer than is necessary for the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.

Customer and service data: we generally keep customer and service records for as long as you remain a customer and for a period after the end of the relationship to deal with any queries, disputes or legal claims.

Financial and transaction data: we retain tax and accounting records for the period required by law. This may involve keeping certain billing and payment information for a number of years after the relevant transaction.

Marketing data: where you have consented to receive marketing communications, we keep your contact details for that purpose until you opt out or withdraw your consent, or until we determine that the information is no longer accurate or necessary.

At the end of the applicable retention period, we will either delete or anonymise your personal data in a secure manner.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, staff training, secure storage solutions and regular review of our information security practices.

While we take reasonable steps to protect your personal data, no system can be guaranteed to be completely secure. You should also take care to protect your own information, for example by keeping any account details or communication devices secure.

Your data protection rights

You have a number of rights in relation to your personal data under data protection law. These rights apply subject to certain conditions and exemptions. You have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data where there is no valid reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected and we are not required by law to retain it.

Object to the processing of your personal data where we are relying on legitimate interests and you consider that your rights and freedoms override those interests.

Request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or consider an objection you have raised.

Request the transfer of your personal data to you or to a third party in a structured, commonly used and machine readable format, where the processing is carried out by automated means and based on consent or performance of a contract.

Withdraw consent where we rely on consent to process your personal data, without affecting the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, 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, and we aim to respond within the timescales required by law.

Complaints and contact

If you are concerned about how we process your personal data, please contact us in the first instance so that we can try to resolve your concern. You also have the right to lodge a complaint with the Information Commissioner's Office, which is the UK supervisory authority for data protection matters.

This Privacy Policy applies to all Cleaner St John's Wood customers and prospective customers in the St John's Wood area and reflects our commitment to handling your personal data lawfully, fairly and transparently.