Privacy Policy - Cleaners Westminster

Last updated: 2026

This Privacy Policy explains how Cleaners Westminster collects, uses, stores, shares, and protects personal data relating to all customers in the Westminster area. It applies to all Cleaners Westminster customers in area, including individuals who enquire about services, make a booking, receive a cleaning service, or communicate with us in connection with our domestic, commercial, or specialist cleaning 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. This policy is designed to help you understand what information we process, why we process it, how long we keep it, and what rights you have over your information.

1. Who We Are

Cleaners Westminster provides professional cleaning services to customers throughout Westminster. In this Privacy Policy, references to “we”, “us”, or “our” mean Cleaners Westminster as the data controller for the personal data described below. A data controller is the organisation that decides how and why personal data is processed.

We take privacy seriously and aim to collect only the information needed to provide our services, manage bookings, process payments, respond to requests, and maintain our records responsibly.

2. Personal Data We Collect

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

Identity data such as your name and, where relevant, business name.
Contact data such as your address, email address, and telephone number.
Service data such as booking details, cleaning preferences, access instructions, service history, and notes relevant to your appointment.
Payment data such as payment status, billing records, and transaction information.
Communication data such as messages, enquiries, complaints, feedback, and records of correspondence.
Technical data where applicable, such as basic device or browser information if you contact us through digital channels.
Marketing preferences if you choose to receive updates or promotions where these are offered.

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily, for example if you mention health-related access needs that affect the delivery of a service. If such data is provided, we will handle it with extra care and only for a clear and lawful purpose.

3. How We Collect Your Data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or other written means;
provide instructions, preferences, or service feedback;
make payment for services;
participate in customer service follow-up or complaints handling.

We may also receive information from third parties where this is necessary to provide our services, for example from a building manager, landlord, letting agent, or authorised representative who arranges services on your behalf. In such cases, we will process the data in line with this policy and only to the extent required for service delivery or administration.

4. Why We Use Your Personal Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to confirm bookings and service details;
to communicate about appointments, changes, or service matters;
to issue invoices, manage payments, and maintain accounting records;
to respond to enquiries, complaints, and customer support requests;
to maintain internal records and service history;
to improve service quality, staff training, and operational planning;
to comply with legal, regulatory, tax, and insurance obligations;
to send marketing messages only where permitted by law and where you have the right to object or opt out.

We only use your information when we have a lawful basis to do so, as set out below.

5. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for processing your personal data. Depending on the nature of the processing, we may rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out services, handling payments, and communicating about your appointment.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving operations, preventing misuse, and keeping appropriate internal records.

Legal Obligation

We may process personal data where it is required to comply with legal obligations, such as accounting, taxation, consumer law, or responding to lawful requests from authorities.

Consent

Where required, we rely on your consent, for example for certain types of marketing communication or for processing optional information you choose to provide. If we rely on consent, you may withdraw it at any time.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business. These third parties act as processors when they process data on our behalf under our instructions. Processors may include:

payment service providers;
booking, scheduling, and administration software providers;
IT and cloud storage providers;
accounting, invoicing, and record-keeping services;
professional advisers such as legal or insurance advisers where necessary;
customer communication tools used to manage service messages.

We require processors to keep personal data secure, to use it only for the agreed purpose, and to comply with data protection requirements. We do not sell your personal data.

We may also disclose information where necessary to comply with the law, to protect our rights or property, or to prevent fraud or abuse. If a business transfer or restructuring occurs, personal data may be disclosed to relevant parties subject to appropriate safeguards.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason for processing.

Customer service and booking records are generally retained for the period needed to administer services and handle queries.
Financial and invoicing records are retained for the period required by tax and accounting law.
Complaint and correspondence records may be retained for a reasonable period to resolve disputes and demonstrate compliance.
Marketing records are retained until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you. We regularly review retention needs to ensure that data is not kept longer than necessary.

8. Security of Your Information

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party systems.

Although we take reasonable steps to safeguard information, no system can be guaranteed to be completely secure. We therefore encourage customers to be cautious when sharing sensitive information and to provide only what is necessary for the service requested.

9. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these rights include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure in certain circumstances, sometimes called the “right to be forgotten”.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and carried out by automated means.
Rights related to automated decision-making if such processing is ever used.

If you make a request, we may need to verify your identity before responding. We aim to deal with requests within the time limits set by law. You also have the right to lodge a complaint with the UK data protection authority if you believe your data has been misused.

10. Marketing Preferences

If we send marketing messages, we will do so only in line with applicable law. Where consent is required, we will ask for it clearly. You may opt out of marketing at any time, and we will respect your choice without affecting service-related communications that are necessary for your booking or account.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult with authority to do so. If we become aware that we have collected children’s data without appropriate permission, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated 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 data is handled.

13. Summary of Our Commitment

At Cleaners Westminster, we aim to keep personal data safe, relevant, and limited to what is necessary. We only process information when we have a lawful basis, we retain it for appropriate periods, and we use processors carefully to support service delivery. Customers in Westminster can trust that their information will be handled with care, transparency, and respect.

This policy applies to all Cleaners Westminster customers in area and covers all services provided within Westminster.