Privacy Policy - Westkensington Cleaner

This Privacy Policy explains how Westkensington Cleaner collects, uses, stores, shares, and protects personal data in connection with our cleaning services. It applies to all Westkensington Cleaner customers in area, including prospective customers, existing customers, former customers, and any individual who contacts us or receives our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Westkensington Cleaner provides domestic and commercial cleaning services. In providing these services, we may process personal data about customers, property occupants, service recipients, and other individuals relevant to the booking, delivery, and management of our work. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect personal data that is necessary for delivering our services, managing our business, and meeting legal or regulatory obligations. The types of information we may collect include:

Identity data such as your name and, where needed, the name of another person associated with the service.
Contact data such as telephone number, email address, and service address.
Service and booking data such as cleaning preferences, appointment details, access instructions, and service history.
Payment data such as records of payments made, invoices issued, and payment status. We do not store full card details where payment processing is handled by a third-party payment provider.
Communication data such as messages, complaints, feedback, and records of service-related correspondence.
Technical data where relevant, such as IP address or device information if you interact with any digital system used for quotations, bookings, or communications.
Special category data only where strictly necessary and only if you voluntarily provide it, for example where it is relevant to access arrangements or health-related cleaning considerations. We will process such data only with an appropriate lawful basis and, where required, explicit consent.

We do not intentionally collect more information than is needed for the service. We also do not seek information about children unless it is necessary for a booking or service arrangement and provided by an adult responsible for the household or premises.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations, accept bookings, and deliver cleaning services;
to communicate with customers about service details, changes, and confirmations;
to manage billing, invoicing, refunds, and accounts;
to record preferences, instructions, and service history to maintain quality;
to handle complaints, disputes, and service issues;
to comply with legal and tax obligations;
to protect our business, staff, customers, and property;
to maintain internal records and improve our services.

We will only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each processing activity. Westkensington Cleaner relies on the following bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing services, sending confirmations, and processing payments.

4.2 Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. Examples include service administration, record keeping, quality assurance, business protection, and responding to customer enquiries. We consider the impact of such processing before relying on this basis.

4.3 Legal Obligation

We may process personal data when necessary to meet legal obligations, such as tax, accounting, employment, health and safety, fraud prevention, or responding to lawful requests from authorities.

4.4 Consent

In limited circumstances, we may rely on your consent, especially for any optional processing that is not required for our contract or legal obligations. Where consent is used, it will be freely given, specific, informed, and unambiguous. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, business operations, or legal compliance. These parties act either as processors or independent controllers, depending on the context.

Processors may include:

payment processors that handle transactions securely;
booking or scheduling systems used to organise appointments;
accounting or invoicing providers;
IT and cloud storage providers that support our record systems;
customer communications tools used to send service-related messages;
professional advisers such as accountants or legal advisers, where necessary.

Where a third party acts as a processor, they are permitted to process personal data only on our instructions and are required to keep it confidential and secure. We ensure that appropriate contracts are in place with processors and that they provide sufficient guarantees regarding data protection and security.

We may also disclose personal data where required by law, regulation, court order, or where necessary to protect our rights, staff, customers, or property.

6. Data Retention

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

Customer and booking records are generally retained for the period needed to manage the service relationship and resolve any issues arising from it.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable period to handle follow-up questions, complaints, and service quality matters.
Consent records may be retained to demonstrate compliance.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed completely secure, we take data protection seriously and strive to reduce risks to a minimum.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place so that the data remains protected to a standard consistent with UK data protection law. This may include the use of approved contractual clauses or transfers to jurisdictions recognised as providing adequate protection.

9. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may apply depending on the circumstances and the legal basis used for processing.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in certain cases, you may ask us to delete your personal data.
Right to restrict processing – you may ask us to limit how we use your data in specific circumstances.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request your data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data has been handled unlawfully. We encourage you to raise concerns so we can try to resolve them promptly and fairly.

10. Data Accuracy and Your Responsibilities

We aim to keep personal data accurate and up to date. To help us do this, please notify us if your contact details, access instructions, preferences, or other relevant information change. Accurate information helps us deliver services safely and efficiently.

11. Automated Decision-Making

We do not use personal data for fully automated decision-making that has legal or similarly significant effects on individuals. If this changes in the future, we will update this policy and ensure that any such processing complies with applicable law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or how we handle personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Westkensington Cleaner respects your privacy and is committed to processing personal data responsibly, securely, and lawfully. We collect only the information necessary to provide reliable cleaning services, we use it only for clear and lawful purposes, we keep it only as long as needed, and we safeguard it through appropriate controls and contractual protections with processors. Our aim is to maintain trust by treating customer data with care, transparency, and accountability.