Roehampton Cleaner Privacy Policy Overview

This Privacy Policy explains how Roehampton Cleaner collects, uses, stores and protects personal data relating to our customers and prospective customers within our service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our cleaning services, requesting a quote, or otherwise interacting with Roehampton Cleaner, you acknowledge that you have read and understood this Privacy Policy.

Who This Privacy Policy Applies To

This Privacy Policy applies to all Roehampton Cleaner customers and prospective customers located within the areas in which we offer our services. It covers personal data we collect through our website, over the phone, in person, and through any other communication channels we use to provide and manage our cleaning services.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and the services you request. The personal data we may collect includes:

Identification and contact details, such as your full name, home or business address, billing address, and general location information necessary to reach the property where services are provided.

Service and booking information, such as details of the property to be cleaned, preferred dates and times, instructions relating to access to the property, and details of the services you request or receive.

Communication records, such as information you provide when you contact us to request a quote, make a booking, give feedback or raise a query or complaint. This may include notes of telephone conversations and copies of any correspondence.

Payment and transaction details, such as information relating to payments made for our services and records of invoices and receipts. We do not store full payment card details when third party payment providers are used.

Technical and usage information, where applicable, such as information about how you use any online forms or digital tools we provide, including dates and times of submissions and the pages or forms used.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or otherwise use our cleaning services. This may occur via online forms, telephone calls, text-based messages, or in-person discussions with our staff.

We may also receive personal data indirectly if another person books a service on your behalf and provides your details, or where you are a tenant and the booking is made by a landlord or property manager. In such cases, we rely on the person providing your details to have your authority to do so.

Lawful Bases for Processing Your Data

Roehampton Cleaner processes personal data only when we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:

Contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide cleaning services, manage bookings, issue invoices and handle payment-related queries.

Legal obligation. We may process personal data where necessary to comply with legal and regulatory obligations, such as record-keeping, tax and accounting requirements, and obligations to respond to legitimate requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. These interests may include managing and improving our services, responding to general enquiries, handling complaints, and maintaining accurate operational records.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional communications or for retaining information beyond usual retention periods. Where processing is based on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following main purposes:

To provide and manage cleaning services, including handling bookings, scheduling appointments, allocating staff, and following your specific instructions about access and requirements at your property.

To manage customer relationships, including handling enquiries, issuing quotes, confirming bookings, sending service updates, and managing feedback or complaints.

To process payments and maintain financial records, including preparing invoices, processing payments through third party payment providers, and maintaining accurate accounting records in line with legal obligations.

To operate, improve and protect our business, including monitoring the quality of our services, training staff, maintaining internal records, and protecting our business from fraud or misuse.

To comply with legal and regulatory requirements, respond to lawful requests from authorities, and establish, exercise or defend legal claims when necessary.

Sharing Your Personal Data and Use of Processors

Roehampton Cleaner does not sell your personal data. We may share your personal data with carefully selected third parties only when it is necessary and lawful to do so. These third parties act either as independent controllers or as processors acting on our behalf.

Service providers. We may engage external companies and individuals to perform functions on our behalf, such as payment processing services, information technology and system support, data hosting, accounting services and other professional services. When acting as processors, these providers only process your personal data in accordance with our documented instructions and are subject to appropriate confidentiality and security obligations.

Operational partners and staff. We may share necessary information with members of our cleaning teams and, where relevant, with subcontractors to enable them to attend your property and perform the services you have requested in accordance with your instructions.

Legal and regulatory recipients. We may disclose personal data where required to comply with applicable law, to respond to lawful requests from public authorities, or to protect our rights, property or safety, or the rights, property or safety of others.

Where we use processors, we enter into written agreements requiring them to implement appropriate technical and organisational measures to protect your personal data and to process it only as instructed by Roehampton Cleaner.

International Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by our processors or service providers, we will take appropriate steps to ensure that your personal data remains protected, including by relying on adequacy regulations or using appropriate safeguards recognised under data protection law, such as standard contractual clauses, where required.

Data Retention

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

Customer and booking records are generally retained for the duration of your relationship with Roehampton Cleaner and for a reasonable period afterwards to respond to any queries, manage our business records, and comply with legal obligations. Financial records, including invoices and transaction data, are retained for the period required by applicable tax and accounting laws.

Where we rely on your consent for specific processing, we will retain the related data until you withdraw your consent or until the purpose for which it was collected is fulfilled, whichever occurs first, unless a longer retention period is required or permitted by law.

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

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data that we hold about you. These rights may be subject to certain conditions and legal exemptions. Your rights include:

Right of access. You have the right to request confirmation as to whether we process your personal data and, if so, to receive a copy of that data along with information about how it is used.

Right to rectification. You have the right to request correction of personal data that is inaccurate and to have incomplete data completed.

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 withdraw 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 certain situations, such as where you contest the accuracy of the data or object to our processing.

Right to data portability. In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to transmit that data to another controller where technically feasible.

Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will then stop processing your personal data unless we have compelling legitimate grounds to continue or the processing is required for legal claims.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, staff training, secure record-keeping practices and the use of reputable service providers who are required to implement suitable security measures.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities, or applicable data protection laws. Any changes will be made available through this Privacy Policy. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.