Chiswick Cleaners Privacy Policy
This Privacy Policy explains how Chiswick Cleaners collects, uses, stores, and protects personal data relating to individuals who use our cleaning services or interact with us in any way. It applies to all Chiswick Cleaners customers within our service area, as well as prospective customers who make enquiries about our services.
We are committed to safeguarding your privacy and handling your personal data in compliance with the United Kingdom General Data Protection Regulation and all applicable data protection laws.
Data Controller
Chiswick Cleaners is the data controller in relation to the personal data processed in connection with the provision of our cleaning services and the operation of our business. This means we determine the purposes and means of processing your personal data.
If you have questions about this Privacy Policy or how we handle your data, you can contact us using the contact details provided on our official communications and invoices.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Chiswick Cleaners in our service area. It covers personal data collected in person, by telephone, by post, through our website, or via any other communication method we use in the course of our business.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, property access information where required for the service, and other contact information such as correspondence details you choose to provide.
Service details: information about the cleaning services you request, service frequency, special instructions, property type, and any relevant notes required to perform the service safely and effectively.
Billing and payment information: details required to issue invoices, record payments, and maintain accounting records. We do not store full payment card details where third-party payment processors are used.
Communication records: copies of correspondence, enquiries, complaints, feedback, and notes of conversations relating to the services we provide.
Technical and usage data: limited technical information when you use our website, such as your IP address, browser type, and basic usage data required to maintain website security and performance. We only collect this to the extent necessary for the functioning and security of our online services.
Lawful Basis for Processing
We process your personal data on one or more of the following lawful bases under the UK GDPR:
Contractual necessity: to take steps at your request before entering into a contract and to fulfil our contract with you, such as arranging and delivering cleaning services, issuing invoices, and managing your bookings.
Legal obligation: to comply with legal and regulatory requirements, for example maintaining accounting records and complying with tax obligations.
Legitimate interests: to pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, handling queries and complaints, preventing fraud, ensuring the security of our systems and staff, and maintaining business records.
Consent: where required by law, for example for certain forms of direct marketing. When we rely on consent, you have the right to withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide cleaning services: including scheduling appointments, accessing the property as agreed, carrying out cleaning tasks, and managing ongoing service arrangements.
To manage customer relationships: handling enquiries, providing quotations, responding to requests, sending service confirmations and updates, and managing any changes to your service.
To process payments and accounts: preparing and sending invoices, processing payments, issuing receipts, managing arrears, and keeping financial records.
To improve and develop our business: analysing service usage, gathering feedback, training staff, and improving our services, processes, and customer experience.
To communicate with you: contacting you regarding booked services, changes to terms and policies, or other information relevant to your relationship with us.
To ensure safety and security: protecting our staff and customers, preventing misuse of our services, and securing our systems and premises.
Data Sharing and Processors
We do not sell your personal data to third parties. We may share your data with carefully selected third parties who act as data processors on our behalf, or as separate controllers where required.
Data processors: We may use external service providers to support our operations, such as providers of accounting software, payment processing services, customer management systems, information technology and hosting services, and professional advisers. These providers only process your personal data on our instructions and are bound by contractual obligations to keep your data secure and confidential.
Other recipients: We may share data with professional advisers such as accountants or legal advisers, as well as with law enforcement, regulatory bodies, or public authorities when required by law or to protect our rights or the rights of others.
Where we share data, we only disclose the minimum information necessary and ensure that appropriate safeguards are in place.
International Data Transfers
In some cases, our service providers may process personal data outside the United Kingdom. Where this occurs, we take steps to ensure that your data is afforded an equivalent level of protection, for example by using jurisdictions with an adequacy decision or by implementing appropriate safeguards such as standard contractual clauses approved for this purpose.
Data Retention
We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.
In general, customer records and related correspondence are retained for as long as you remain a customer and for a reasonable period afterwards to deal with any queries, disputes, or legal claims. Accounting and invoicing records are typically retained for the period required under applicable tax and accounting laws.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include access controls, secure storage, staff training, and procedures for handling personal data in accordance with applicable data protection laws.
While we strive to protect your data, no transmission or storage system can be guaranteed as completely secure. We therefore encourage you to take simple precautions, such as not sharing sensitive information that is not necessary for the provision of our services.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
Right of access: the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain related information.
Right to rectification: the right to have inaccurate or incomplete personal data corrected or updated.
Right to erasure: the right to request the deletion of your personal data where there is no longer a lawful basis for us to continue processing it, subject to legal or contractual obligations.
Right to restriction of processing: the right to request that we restrict the processing of your personal data in certain circumstances.
Right to data portability: the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and to request that we transmit that data to another controller where technically feasible and where the processing is based on consent or contract.
Right to object: the right to object to processing that is based on our legitimate interests, including profiling, and to object to direct marketing at any time.
Where we rely on consent to process your data, you also have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
You can exercise these rights by contacting us using the contact details provided in our official communications. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first 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, legal requirements, or the services we provide. The updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
