Cleaner Hampstead Privacy Policy

This Privacy Policy explains how Cleaner Hampstead collects, uses, stores, and protects personal data relating to customers and prospective customers in the Hampstead area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Cleaner Hampstead customers and prospective customers in our service area, regardless of how you contact us or how we provide our services, including by phone, online, or in person.

Data Controller

Cleaner Hampstead is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you engage with our cleaning services or related enquiries.

Personal Data We Collect

We collect and process different categories of personal data when you interact with us, including:

Identity and contact details: name, title, address, and other contact details you choose to provide, such as messaging account identifiers or other contact preferences.

Service information: details about the property to be cleaned, type of service requested, access instructions you choose to provide, preferred dates and times, frequency of service, and any information about your specific cleaning preferences.

Contract and transaction data: records of bookings, invoices, payment status, and service history. Payment card details are processed through secure payment providers and are not stored by Cleaner Hampstead beyond what is required for transaction records.

Communications data: information you provide when you contact us with questions, feedback, complaints, or other correspondence, including notes of telephone conversations where relevant.

Technical and usage data: limited technical data that may be collected when you visit our website, such as IP address, device type, and basic usage information necessary to operate and secure our online services, as well as any preferences you set.

How We Collect Personal Data

We collect personal data directly from you when you:

Request a quote or make a booking.

Communicate with us by phone, online forms, or other communication channels.

Provide feedback, reviews, or respond to surveys.

Visit or interact with our website or online content.

We may also receive personal data indirectly from third party service providers, such as payment processors and booking platforms, where they pass information to us to enable us to deliver our services to you.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we may rely on one or more of the following legal bases:

Contract: where processing is necessary to take steps at your request before entering into a contract, or to perform a contract for cleaning services with you. This includes managing bookings, providing cleaning services, handling payments, and communicating with you about your appointments.

Legitimate interests: where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. These interests include managing and improving our services, responding to enquiries, keeping appropriate business records, ensuring the security of our systems and premises, and handling and defending legal claims.

Legal obligation: where processing is necessary to comply with our legal obligations, such as tax, accounting, and health and safety requirements.

Consent: in limited situations where we rely on your consent, for example for certain types of marketing communications where consent is required. You can withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

How We Use Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning services, including processing bookings, scheduling cleaners, and tailoring our services to your requirements.

To communicate with you about your bookings, rescheduling, cancellations, or service updates.

To manage payments, invoicing, refunds, and related financial administration.

To respond to your enquiries, requests, and complaints.

To manage our relationship with you, including obtaining feedback to improve our services.

To maintain business and financial records for audit, tax, and regulatory purposes.

To protect our rights, property, and safety, and those of our staff, contractors, and customers.

To comply with legal and regulatory obligations and to cooperate with regulators and law enforcement authorities where required.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties where this is necessary for the purposes described above, or where we are legally required to do so.

Service providers and processors: We use carefully selected third parties to help us deliver our services and operate our business. These may include cleaning contractors, payment processing providers, online booking and scheduling platforms, customer relationship management tools, IT support and hosting providers, and professional advisers such as accountants or legal advisers. These third parties act as data processors on our behalf and are only allowed to process your personal data in accordance with our instructions and for the purposes we specify. We require them to implement appropriate security measures to protect your data.

Legal and regulatory authorities: We may disclose personal data to law enforcement agencies, courts, regulators, or government bodies where we are required or permitted to do so by law, or to establish, exercise, or defend legal claims.

Business transfers: In the event of a business sale, merger, reorganisation, or similar transaction involving Cleaner Hampstead, personal data may be transferred to a new owner or successor entity where permitted by law and subject to appropriate safeguards.

International Transfers

Where our processors or service providers are located outside the United Kingdom, or store data in other countries, we take steps to ensure that your personal data remains protected in line with UK data protection standards. This may include using appropriate contractual safeguards or relying on other lawful transfer mechanisms.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

In general, we retain customer and booking records for as long as you remain an active customer and for a period afterwards where we have a legitimate business need or legal obligation, such as tax and accounting record-keeping. Communications, complaints, and enquiry records are retained for a period that allows us to manage and resolve any issues and maintain business records.

When personal data is no longer needed for the purposes for which it was collected, we will securely delete or anonymise it, unless we are required by law to keep it for a longer period.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include access controls, secure storage, limiting access to personal data to those who have a business need to know, and using reputable service providers that apply suitable security practices.

While we take reasonable steps to safeguard your data, no system can be completely secure. You are responsible for keeping any account details or access instructions that you choose to share with us or our platforms secure.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exceptions. They include:

Right of access: You have the right to request confirmation of whether we hold personal data about you and to request a copy of that data, together with information about how we use it.

Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object: You can object to processing that is based on our legitimate interests, including profiling, on grounds relating to your particular situation. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is needed for legal claims.

Right to data portability: In certain cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine readable format and to ask us to transfer it to another organisation where this is technically feasible.

Right to withdraw consent: Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or via the usual communication channels you use to engage with Cleaner Hampstead.

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. Further information is available directly from the Information Commissioner's Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any 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 information.