Privacy Policy - Roehampton Cleaner

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This Privacy Policy explains how Roehampton Cleaner collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in Roehampton and the surrounding area. It applies to all Roehampton Cleaner customers in the area, including residential and commercial clients, as well as anyone who contacts us, requests a quote, books a service, or otherwise interacts with us.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Roehampton Cleaner provides professional cleaning services to individuals, households, landlords, tenants, and businesses in Roehampton and nearby locations. In the context of data protection law, we act as the data controller for the personal data we collect and use for our own business purposes.

This means we decide why and how your personal data is processed, and we are responsible for ensuring that processing is carried out in compliance with applicable data protection laws.

2. Personal Data We Collect

We collect only the personal data that is necessary to deliver our services, manage our business, and comply with legal obligations. The types of data we may collect include:

Identity data: name, title, and where relevant, business name.
Contact data: address, telephone number, and email address.
Service data: property details, cleaning preferences, instructions, access information, and booking history.
Payment data: payment status, billing records, and limited transaction details. We do not store full card details if payments are processed by a third-party payment provider.
Communication data: records of enquiries, complaints, feedback, and correspondence.
Technical data: IP address, browser type, and device information if you interact with our digital services.
Usage data: information about how you engage with our services, including service frequency and preferences.

We do not intentionally collect special category data unless it is necessary and lawful to do so. Special category data includes information such as health, religion, ethnicity, political opinions, or biometric data. If you voluntarily provide such information, we will only process it where there is a lawful basis and an appropriate safeguard.

3. How We Collect Personal Data

We may collect data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or other means;
provide service instructions or access arrangements;
complete forms or provide information during service setup;
make a payment or request an invoice.

We may also receive data from third parties, such as:

property managers, landlords, or tenants arranging services;
referral partners or business clients;
payment processors and bookkeeping providers;
publicly available sources where necessary and lawful.

4. Lawful Basis for Processing

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

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, issuing invoices, and handling customer support.

Legal Obligation

We may process personal data where required to comply with legal and regulatory obligations, including tax, accounting, fraud prevention, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing our operations, improving our services, protecting against misuse, and maintaining business records.

Consent

In some cases, we rely on your consent, for example for certain optional marketing communications. Where consent is used, you may withdraw it at any time.

Vital Interests or Public Task

These bases are unlikely to apply in ordinary circumstances, but we may use them if necessary in exceptional situations.

5. How We Use Your Data

We use personal data for the following purposes:

to provide and manage cleaning services;
to confirm bookings and service details;
to communicate with you about appointments, changes, or queries;
to process payments and manage invoices;
to keep records of services provided;
to handle complaints, disputes, and customer care;
to improve our service quality and internal operations;
to comply with legal, tax, and accounting requirements;
to protect against fraud, misuse, or unauthorized access;
to send marketing communications where permitted and lawful.

We will always aim to use your data in a way that is relevant, limited, and proportionate to the purpose for which it was collected.

6. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our behalf and under our instructions. They may include:

Payment processors for secure payment handling;
Accounting and bookkeeping providers for financial administration;
IT and cloud service providers for data storage, email, and system management;
Scheduling or CRM providers for booking and customer management;
Professional advisers such as accountants or legal advisers where necessary;
Public authorities if disclosure is required by law or to protect our legal rights.

We only engage processors that provide adequate guarantees regarding data protection and security. They are contractually required to process personal data only in accordance with our instructions and to implement appropriate security measures.

We do not sell your personal data.

7. Data Retention

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

Customer and service records: kept for as long as needed to manage the customer relationship and provide services.
Financial records: typically retained for the period required by tax and accounting laws.
Communications and complaints: retained for a reasonable period to respond to queries, resolve disputes, and improve service.
Marketing preferences: retained until you withdraw consent or opt out.

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

8. Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and routine reviews of our data handling practices.

While we take reasonable steps to safeguard your information, no system can be guaranteed to be completely secure. If a personal data breach occurs, we will deal with it in accordance with our legal obligations.

9. International Transfers

If any service provider processes your data outside the UK, we will ensure that appropriate safeguards are in place to protect your information. This may include the use of approved contractual clauses or other lawful transfer mechanisms.

10. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of your data in certain cases.
Right to restriction: you can ask us to limit processing in certain circumstances.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request that certain data be provided to you or another controller in a structured format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Exercising these rights is generally free of charge, although we may charge a reasonable fee or refuse a request if it is manifestly unfounded or excessive, as permitted by law.

11. Marketing Communications

We may send you service-related updates and, where allowed, promotional communications. If we rely on consent, you may withdraw it at any time. If we rely on legitimate interests for certain communications, you can object at any time.

We will not send you unnecessary marketing and will respect your communication preferences.

12. Children’s Data

Our services are generally directed at adults. We do not knowingly collect personal data from children unless it is provided by an adult customer or necessary for a service arrangement. If we become aware that we have collected data from a child without proper authority, we will take appropriate steps to delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updates will take effect when published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

14. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or are concerned about how your data is handled, you may raise the matter with us through the appropriate business channel.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

Summary: Roehampton Cleaner’s GDPR privacy policy explains data collection, lawful bases, retention, processors, and user rights for all customers in Roehampton and nearby area.