Privacy Policy - Cleaner Hampstead

This Privacy Policy explains how Cleaner Hampstead collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Hampstead customers in the area, including prospective customers, current customers, and anyone who communicates with us in connection with our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Cleaner Hampstead provides domestic and related cleaning services. In the course of delivering these services, we may process personal data about customers, household members, booking contacts, and other individuals whose data is necessary to carry out our work. We act as a data controller in relation to the personal data we determine the purposes and means of processing.

2. Personal data we collect

We only collect data that is relevant and necessary for providing our services, managing our relationship with you, and meeting our legal obligations. The types of personal data we may collect include:

Identity details such as name, title, and any business or household name provided for the booking.
Contact details such as address, email address, telephone number, and preferred communication method.
Service information such as booking dates, service preferences, access instructions, special cleaning requirements, and feedback.
Billing and transaction information such as payment status, invoices, and payment references.
Correspondence including messages, complaints, queries, and notes relating to service delivery.
Technical information if you interact with our digital systems, such as device data or usage logs, where applicable.

We do not intentionally collect special category personal data unless you voluntarily provide it and it is necessary for a specific lawful purpose, such as information needed to accommodate access or safety requirements. Where such data is provided, we will process it only with appropriate safeguards and a valid legal basis.

3. How we use personal data

We use personal data for the following purposes:

To register and manage customer bookings.
To deliver cleaning services at the requested location.
To communicate about appointments, changes, issues, and service updates.
To process payments and maintain financial records.
To handle customer support, complaints, and service quality reviews.
To maintain internal records, audits, and operational planning.
To comply with legal, tax, accounting, and regulatory requirements.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and we have informed you where required.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for each processing activity. Depending on the context, Cleaner Hampstead may rely on one or more of the following bases:

Performance of a contract: where processing is necessary to provide cleaning services, manage bookings, or take steps at your request before entering into a contract.
Legitimate interests: where processing is necessary for our legitimate business interests, such as service administration, record-keeping, improving operations, responding to enquiries, and protecting our business, provided these interests do not override your rights and freedoms.
Legal obligation: where we must process data to comply with legal requirements, including tax, accounting, employment, or regulatory duties.
Consent: where we rely on your freely given consent for specific activities, such as certain optional communications or the processing of sensitive information you choose to share for a particular purpose.

When we rely on consent, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing data and processors

We may share personal data with trusted third parties only where necessary and appropriate. These parties may act as data processors or independent controllers depending on the service they provide. Examples include:

Payment providers that process card or online transactions.
IT and cloud service providers that support data storage, communication, scheduling, or system maintenance.
Accounting and bookkeeping providers that assist with financial administration and compliance.
Professional advisers such as lawyers, insurers, or auditors where necessary for business management or legal compliance.
Public authorities or regulators where disclosure is required by law or necessary to protect our rights.

When a third party acts as a processor, they are only permitted to process personal data on our instructions and must implement appropriate security measures. We take reasonable steps to ensure processors are contractually bound to protect your data, keep it confidential, and process it only for the agreed purpose.

We do not sell your personal data. We also do not transfer personal data outside the UK unless adequate safeguards are in place to ensure a level of protection consistent with applicable data protection laws.

6. Retention of personal data

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

Customer and booking records are generally retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial records are retained for the period required by tax and accounting laws.
Complaints and correspondence may be retained for a period needed to resolve disputes, improve service quality, or defend legal claims.
Security and system logs are retained only as long as necessary for operational security and audit purposes.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. How we protect your information

We use appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

While we take data security seriously, no system can be guaranteed completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate action and notify the relevant authority and affected individuals where required by law.

8. Your rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these rights may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to have inaccurate or incomplete data corrected.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit processing in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain information in a structured, commonly used format where applicable.
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 UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can address them promptly.

9. Children’s data

Our services are intended for adults arranging cleaning services for homes and premises. We do not knowingly collect personal data from children except where it is incidental to providing services at a household and only to the extent necessary for safety, access, or service delivery.

10. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or the way we handle personal data. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Further information

If you wish to exercise your rights or ask questions about this Privacy Policy, we will respond in line with applicable data protection requirements. We may need to verify your identity before responding to certain requests to protect your privacy and security.

Cleaner Hampstead is committed to processing personal data responsibly and transparently. We aim to ensure that all data handling is proportionate, secure, and aligned with your reasonable expectations as a customer in the Hampstead area.

This Privacy Policy applies to all Cleaner Hampstead customers in the area.