Privacy Policy
Cleaners Westminster Privacy Policy
This Privacy Policy explains how Cleaners Westminster collects, uses, stores, and protects personal data belonging to its customers and prospective customers within the Westminster area. It also outlines your rights under the UK General Data Protection Regulation and related data protection laws.
By using our cleaning services or contacting us to enquire about our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Cleaners Westminster customers, as well as individuals who contact us for quotations, enquiries, or bookings, where the services are provided within the Westminster area. It covers personal data collected through telephone calls, text messages, online forms, written correspondence, and any other direct interaction with us.
Personal Data We Collect
We collect and process personal data that is necessary for the provision and administration of our cleaning services. This may include the following categories of information:
Identification and contact details, such as your full name, residential or business address, and contact preferences.
Service-related information, such as details of your property for cleaning purposes, access instructions you choose to provide, preferred dates and times for service, and information relating to particular cleaning requirements.
Booking and transaction data, such as records of appointments, invoices, amounts paid, payment method type, and any relevant billing details. We do not store full payment card numbers; these are processed by payment service providers.
Communication records, such as details of any communications you send to us and our responses, including enquiries, complaints, feedback, and notes related to ongoing service arrangements.
Technical and usage data, where applicable, such as information relating to how you use any online booking tools or forms we may provide, and basic device or browser information collected for security and service improvement.
Lawful Bases for Processing
We only process personal data where we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following bases:
Performance of a contract: We process your personal data where it is necessary to enter into, or perform, a contract for cleaning services with you. This includes arranging appointments, communicating about the service, and processing payments.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This includes activities such as managing bookings efficiently, improving our services, maintaining accurate records, and protecting our business from fraud or misuse.
Legal obligations: We process your personal data to comply with legal and regulatory requirements, including tax and accounting obligations and responding to lawful requests from authorities.
Consent: In some cases, we may ask for your consent to use your information, for example in relation to certain types of marketing communication. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage cleaning services, including handling enquiries, assessing your requirements, confirming bookings, delivering services at your property, and following up on service quality.
To communicate with you, including sending confirmations, reminders about appointments, and responses to your questions or complaints.
To manage billing and payments, including issuing invoices, processing payments through external payment processors, and maintaining internal financial records for accounting and tax purposes.
To improve our services, including analysing patterns in bookings, understanding common customer needs, and reviewing feedback to enhance our operations and customer experience.
To ensure security and prevent misuse, including safeguarding our personnel, customers, and property, and protecting against fraud, unauthorised activity, or legal claims.
To comply with legal obligations, including record-keeping and responding to lawful requests from regulatory or law enforcement authorities, where applicable.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we keep records of contracts, invoices, and related communications for a period required by applicable tax and accounting laws. Service and correspondence records may be retained for a period that allows us to respond to queries, resolve disputes, or demonstrate performance of our obligations.
Where personal data is no longer required for any lawful purpose, we will take reasonable steps to delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These parties are only permitted to process your data in accordance with our instructions and are required to protect it appropriately.
Examples of such processors include:
Payment processing providers that handle card payments or other electronic payments on our behalf.
Accounting or bookkeeping service providers that assist with financial record-keeping and compliance.
IT and software providers that host or support systems we use for scheduling, customer records, or secure data storage.
Communication and messaging service providers that enable us to send you service-related notifications and updates.
In limited circumstances, we may also share personal data with third parties acting as independent data controllers, such as professional advisers or authorities, where required to comply with legal obligations or to protect our legal rights. In such cases, those third parties are responsible for their own compliance with data protection laws.
International Transfers
If any of our service providers are located outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data is afforded an equivalent level of protection. This may include relying on adequacy regulations or implementing appropriate safeguards such as standard contractual clauses approved by relevant regulators.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage solutions, employee confidentiality obligations, and regular review of our data handling procedures.
While we take reasonable steps to secure your personal data, no system or transmission of information can be completely secure. You should take care when sharing any information with us and notify us promptly if you suspect any misuse of your data in connection with our services.
Your Data Protection Rights
As a data subject, you have a number of rights under data protection law in relation to the personal data we hold about you. These rights include:
Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with certain additional information.
Right to rectification: You have the right to request that we correct personal data that is inaccurate or complete personal data that is incomplete.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.
Right to object: You have the right to object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where the processing is for the establishment, exercise, or defence of legal claims.
Right to data portability: Where processing is based on consent or the performance of a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that we have not complied with data protection laws when handling your personal data.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will be made available in the latest version of this Privacy Policy. We encourage you to review it periodically to remain informed about how we handle your personal data.
