Privacy Policy - Kentishtown Cleaner

Effective date: This Privacy Policy explains how Kentishtown Cleaner collects, uses, stores, shares, and protects personal data for all Kentishtown Cleaner customers in area. It applies to anyone who uses our cleaning services, requests a quote, makes an enquiry, or otherwise interacts with us in connection with our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, and what rights you have in relation to your data.

1. Personal data we collect

Kentishtown Cleaner collects only the information necessary to provide our services, manage our customer relationships, and meet our legal obligations. The types of data we may collect include:

• Identity details: name and, where applicable, title.
• Contact details: address, email address, telephone number, and service location.
• Service information: cleaning preferences, access instructions, booking details, service history, and notes relevant to completing the work.
• Payment information: billing details and records of payments made or due. We do not store card security details unless required by a secure payment provider.
• Communication records: messages, emails, call notes, complaints, feedback, and other correspondence.
• Technical or usage data: if you interact with our digital systems, we may collect limited technical information such as device type or log data.

We do not intentionally collect special category data unless it is necessary and you have provided it, or unless there is another lawful basis under data protection law. Special category data includes information about health, religion, ethnicity, or similar sensitive matters.

2. How we use your data

We use personal data for the following purposes:

• to provide cleaning services and manage bookings;
• to communicate with customers about appointments, queries, and service updates;
• to prepare quotations, invoices, and receipts;
• to maintain service records and improve customer experience;
• to handle complaints, disputes, and service issues;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, staff, customers, and property;
• to exercise or defend legal claims where necessary.

We only use personal data for purposes that are compatible with the reason it was collected, unless a lawful basis exists for a new purpose.

3. Lawful basis for processing

Under UK GDPR, we must have a lawful basis before processing personal data. Kentishtown Cleaner 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 arranging services, managing bookings, and carrying out cleaning work.

Legal obligation

We may process data to meet legal requirements, including tax, accounting, insurance, recordkeeping, and other regulatory duties.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include managing operations, improving services, preventing fraud, securing systems, and maintaining business records.

Consent

In some situations, we rely on your consent, such as for optional communications or where the law requires consent. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests and public task

These bases are unlikely to apply in normal customer service activity, but may be used if circumstances require it.

4. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

• Customer and booking records: retained for the duration of the customer relationship and for a reasonable period afterwards.
• Invoice and payment records: retained for the period required by tax and accounting law.
• Correspondence and complaint records: retained as long as needed to resolve the matter and for evidence of service or dispute handling.
• Marketing consent records: retained until you withdraw consent or we no longer need the record.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. Retention is reviewed periodically to ensure we do not keep information longer than necessary.

5. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as data processors or, in some cases, independent controllers. We only share information when necessary and only with appropriate safeguards.

Examples of processors may include:

• IT and hosting providers: who support our storage, systems, and communications tools.
• Payment service providers: who handle secure payment processing.
• Accounting or bookkeeping providers: who help with financial administration and compliance.
• Customer relationship or booking management providers: who assist with scheduling and service administration.
• Professional advisers: such as legal or insurance advisers where necessary.

Each processor is required to process personal data only on our instructions, to keep it secure, and to comply with data protection law. We do not sell personal data.

We may also disclose data if required by law, to respond to lawful requests by public authorities, or to protect our rights, customers, staff, or property.

6. International transfers

If a processor or service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms recognised under data protection law.

7. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our internal procedures.

While we work hard to protect your information, no system can be guaranteed completely secure. We therefore encourage customers to take care when sharing information and to notify us if they believe any personal data has been compromised.

8. Your rights

Under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request:

• Right of access: you can ask for 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 ask us to delete personal data in certain situations.
• Right to restrict processing: you can ask us to limit how we use your data in some circumstances.
• Right to object: you can object to processing based on legitimate interests or for direct marketing.
• Right to data portability: you can ask for certain data to be provided in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. We will aim to respond within the legal time limits set by data protection law.

9. Automated decision-making

Kentishtown Cleaner does not use automated decision-making or profiling in a way that produces legal or similarly significant effects on customers. If this changes, we will update this policy and provide the necessary information required by law.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally provided in the course of arranging or delivering services in a household. If we become aware that we have collected information from a child without appropriate justification, we will take steps to delete it where required.

11. 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 handling practices. Any revised version will apply from the date stated in the updated policy. We encourage customers to review it periodically so they remain informed about how their data is used.

12. Summary of your privacy protections

In summary, Kentishtown Cleaner only collects data that is relevant to delivering services, managing accounts, and meeting legal obligations. We use data under lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate. We keep information only as long as necessary, share it only with approved processors or when legally required, and respect your rights to access, correct, delete, restrict, or object to our use of your data.

By using our services, you acknowledge this Privacy Policy applies to all Kentishtown Cleaner customers in area.