Privacy Policy - West Kensington Cleaners

West Kensington Cleaners is committed to protecting the personal data of every customer using our services in the West Kensington area. This Privacy Policy explains how we collect, use, share, store, and protect personal information, and it applies to all West Kensington Cleaners customers in the area. It is designed in line with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to individuals who use, enquire about, or receive services from West Kensington Cleaners in the area. It covers customers, prospective customers, and anyone whose personal data is provided to us in connection with our cleaning services, quotations, bookings, or service management.

By using our services, you acknowledge that we may process your information as described in this policy. We aim to handle all personal data fairly, lawfully, and transparently.

2. Personal Data We Collect

We collect only the information needed to provide our services efficiently and responsibly. Depending on how you interact with us, we may collect the following categories of data:

Identity information such as your name and title.
Contact details such as address and any communication details you provide when arranging a service.
Service information including property access notes, cleaning preferences, service instructions, and appointment details.
Billing information where relevant to issuing invoices, managing payments, and keeping financial records.
Communication records including messages, complaints, feedback, and service requests.
Technical data if you contact us electronically, such as basic device or usage information generated by our systems.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service interaction. Where such information is not needed, we ask that you do not share it.

3. How We Use Your Data

We use personal data for clear and limited purposes, including:

managing enquiries and bookings;
providing cleaning services at the requested location;
recording service preferences and instructions;
issuing invoices and processing payments;
responding to complaints, questions, or feedback;
maintaining internal service records;
improving service quality and customer experience;
meeting legal, accounting, and regulatory obligations.

We only use personal data where there is a valid legal reason to do so. We do not sell personal data and we do not use it for unrelated purposes.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. West Kensington Cleaners relies on the following lawful bases:

Contract

We process data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes booking services, managing appointments, and carrying out cleaning tasks.

Legitimate Interests

We may process data when it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer records, preventing misuse of services, improving operations, and handling basic internal administration.

Legal Obligation

We process certain data to comply with legal requirements, including tax, accounting, and record-keeping obligations. In some cases, we may also need to retain information to respond to lawful requests from authorities.

Consent

Where consent is required, we will ask for it clearly and separately. If you give consent, you may withdraw it at any time. Withdrawal of consent will not affect processing that has already taken place lawfully.

5. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our services. These third parties act as processors when they process data on our behalf and only under our instructions. They are required to protect your information and use it only for agreed purposes.

Processors may include:

payment service providers that process transactions securely;
accounting or bookkeeping providers that support our financial administration;
IT and cloud service providers that host or maintain our systems;
communication service providers used to manage messages or service updates;
operational support providers assisting with booking or service management functions.

We may also disclose personal data where required by law, for example to comply with a court order or a valid request from a regulator or public authority.

Where processors are used, we take steps to ensure that appropriate contracts and data protection safeguards are in place. These arrangements are intended to keep your data secure and to ensure it is handled only for legitimate business purposes.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for service delivery, legal compliance, dispute resolution, and record keeping. Retention periods depend on the nature of the information and the reason it was collected.

In general:

customer and service records are kept for the duration of the business relationship and for a reasonable period afterwards;
financial and accounting records are retained for the period required by law;
correspondence and complaint records are kept long enough to manage the matter and resolve any follow-up issues;
information no longer needed is securely deleted or anonymised.

We regularly review the data we hold to ensure it is not kept longer than necessary. When retention is no longer justified, we take appropriate steps to remove it safely.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, and accidental disclosure. These measures are intended to keep information secure in both electronic and physical formats.

Although no system can be guaranteed to be completely secure, we are committed to maintaining appropriate safeguards and to reviewing our practices where necessary. Access to personal data is limited to people who need it for legitimate business purposes.

8. Your Rights Under 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 ask us to correct inaccurate or incomplete data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data;
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable;
Right to data portability – to receive certain data in a structured, commonly used format;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise a concern with the relevant data protection supervisory authority.

We encourage customers to contact us first if they believe any information is incorrect or if they want to understand how their data is being used. We will review requests carefully and respond in line with applicable legal requirements.

9. International Transfers

If any of our processors store or handle data outside the UK, we will ensure that appropriate safeguards are used. This may include legally recognised transfer mechanisms and contractual protections designed to maintain an adequate level of data security and privacy.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we handle personal data. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their information is protected.

11. Summary of Our Commitment

West Kensington Cleaners handles personal data with care, fairness, and responsibility. We collect only what is needed, use it for clear purposes, rely on proper lawful bases, retain it only as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and remain committed to safeguarding your privacy in every aspect of our service.

This Privacy Policy applies to all West Kensington Cleaners customers in area.