Cleaner Richmond Privacy Policy

This Privacy Policy explains how Cleaner Richmond collects, uses, stores and protects personal data relating to existing and prospective customers in the Cleaner Richmond service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Cleaner Richmond domestic and commercial customers, as well as prospective customers, in the Cleaner Richmond area. It covers personal data collected in the course of providing cleaning and related services, managing bookings and enquiries, and running our business operations.

Cleaner Richmond is the data controller for the personal data described in this Privacy Policy. This means that we decide how and why your personal data is processed and are responsible for ensuring that it is handled in a lawful, fair and transparent manner.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us. This may include:

Identification and contact data such as name, title, postal address, service address, billing address, and general geographic location within the Cleaner Richmond area.

Contact details such as email address and any communication identifiers you choose to provide to us so that we can get in touch with you.

Service and account information such as details of the cleaning services you request, property type and size, access instructions, frequency and schedule of services, and any preferences or special instructions you provide.

Billing and payment data such as billing name and address, payment status and history, invoices, and records of amounts due and paid. We do not store full payment card details when card payments are used; these are processed by our selected payment processors.

Communication data such as information you provide when you contact us by any communication channel, including enquiries, feedback, reviews, complaints and any correspondence relating to quotes, bookings and service delivery.

Technical and usage data such as information about how you interact with our website or online tools, including basic analytics information like pages viewed, time and date of visits, and general device information. This is usually collected using cookies or similar technologies.

How We Collect Personal Data

We collect personal data from you directly when you contact us to request a quote, make a booking, confirm or change your service, provide feedback, or communicate with us for any other reason.

We may also collect data automatically when you visit our website, for example through cookies and analytics tools that record technical and usage information about your visit.

In limited cases, we may receive your details from third parties, such as property managers, landlords or agencies, where they request services for you or in relation to a property you occupy. In such cases, we will ensure that you are provided with this Privacy Policy at the earliest reasonable opportunity.

Lawful Basis for Processing

We will only process your personal data when we have a lawful basis to do so under data protection law. The main legal bases we rely on are:

Performance of a contract: We process your personal data to provide our cleaning and related services, including taking bookings, supplying quotes, carrying out services at your premises, issuing invoices and managing your account.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights and interests. This includes managing our business operations, improving our services, responding to your enquiries, and maintaining records of our interactions with you.

Legal obligations: We may process and retain personal data where required to comply with legal obligations, such as tax and accounting requirements or responding to lawful requests from authorities.

Consent: In certain cases, we may rely on your consent, for example for specific types of optional communications or certain forms of analytics and marketing. When we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage cleaning and related services, including arranging appointments, confirming or amending bookings, and delivering services at your property.

To issue quotes, invoices and receipts, process payments through our chosen payment processors, and manage any queries about your account or charges.

To respond to enquiries, handle feedback, manage complaints, and provide customer support.

To manage our relationship with you, including sending important service-related notices such as appointment reminders, changes to services, updates to terms, and information about disruptions or delays.

To operate and improve our website, services and processes, and to carry out internal administration, data analysis and record keeping.

To comply with applicable laws, regulations and legal processes, and to protect our rights, property and safety, and those of our employees, contractors and customers.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the specific purposes described in this Privacy Policy. They are required to protect your personal data with appropriate technical and organisational measures.

Examples of processors we may use include:

Payment processing providers who handle card or online payments.

IT and hosting providers who support our website, booking systems and data storage.

Customer management or communication service providers used to send service messages and manage enquiries.

Professional advisers such as accountants or consultants, where this involves limited processing of personal data in the course of providing their services.

We may also share personal data where required by law, for example with regulatory authorities, law enforcement or courts, or where necessary to establish, exercise or defend legal claims.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

In general, we retain customer account and service information for as long as you are an active customer and for a reasonable period afterwards, to enable us to respond to queries and to comply with our legal obligations. Financial records such as invoices and payment details are typically retained for the period required by tax and accounting laws.

When personal data is no longer needed, we will either securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.

International Transfers

Some of our service providers may be located outside the United Kingdom or may store data in other countries. Where this results in the transfer of personal data to a country that does not provide the same level of data protection as the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protective measures, to protect your personal data.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration or destruction. These measures include limiting access to personal data to those employees, contractors and service providers who need it for legitimate business purposes, maintaining secure systems, and regularly reviewing our security practices.

Your Data Protection Rights

You have a number of rights in relation to your personal data under data protection law. These may include:

The right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data.

The right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.

The right to erasure: In certain circumstances, you can ask us to 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.

The right to restrict processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

The right to object: You can object to our processing of your personal data where we are relying on legitimate interests, and we will stop processing unless we can demonstrate compelling legitimate grounds to continue.

The right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format, and that we transmit it to another controller where technically feasible.

Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing carried out before you withdraw it.

Complaints

If you have concerns about how we handle your personal data, you are encouraged to contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. When we make significant changes, we will take appropriate steps to bring them to your attention. The most recent version of this Privacy Policy will always apply to the personal data we hold about you.