Privacy Policy - Nottinghill Cleaner

This Privacy Policy explains how Nottinghill Cleaner collects, uses, stores, shares, and protects personal data. It applies to all Nottinghill Cleaner customers in the area, including anyone who uses our cleaning services, requests a quote, books an appointment, or communicates with us in connection with our services.

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. This policy is written to help you understand what personal information we process, why we process it, and what rights you have.

1. Personal Data We Collect

We collect only the information necessary to provide and manage our cleaning services. The type of information we may collect includes:

Identity details: name, title, and any relevant business or property name.
Contact details: address, email address, telephone number, and preferred contact method.
Service details: booking preferences, service history, property access instructions, and cleaning requirements.
Payment information: billing details and transaction records. We do not normally store full card details if payments are processed through a secure payment provider.
Communication records: messages, notes, complaints, feedback, and service-related correspondence.
Technical data: limited information such as device or browser data when you interact with digital systems used for administration or booking management.

In some cases, we may also collect information about the condition of a property where this is needed to provide a cleaning service safely and effectively. We do not intentionally collect special category data unless it is necessary and there is a lawful basis for doing so.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange, manage, and deliver cleaning services;
to communicate about bookings, changes, reminders, or service issues;
to process payments, invoices, and account records;
to handle complaints, feedback, and customer support;
to maintain internal records and service quality;
to meet legal, accounting, and regulatory obligations;
to protect against fraud, misuse, or security incidents.

We only use your information for specified and legitimate purposes. We do not sell personal data.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, invoicing, and managing your customer account.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, record keeping, quality control, handling customer queries, and preventing abuse or fraud. Where we rely on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Legal Obligation

We process certain data when required to comply with legal obligations, such as tax laws, accounting rules, insurance requirements, or lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example for optional marketing communications where required. If we do rely on consent, you may withdraw it at any time.

4. Data Retention

We keep personal data only for as long as it is needed for the purpose it was collected, unless a longer retention period is required by law. Retention periods depend on the type of record and the reason for processing.

Customer and service records: kept for the duration of the customer relationship and for a reasonable period afterwards to manage follow-up queries or disputes.
Financial and tax records: retained for the period required by law and accounting rules.
Communication records: kept as long as necessary to handle service matters, complaints, or legal claims.
Marketing preferences: kept until you opt out or until the data is no longer needed.

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

5. Processors and Data Sharing

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We ensure appropriate contractual and security protections are in place.

Examples of processors may include:

payment service providers;
accounting and bookkeeping software providers;
customer management or booking system providers;
IT and cloud storage providers;
email or communication service providers;
professional advisers such as accountants or insurers where necessary.

We may also disclose information if required by law, court order, regulation, or to protect our legal rights, staff, customers, or property. We only share the minimum data necessary for the relevant purpose.

6. Security of Your Information

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and careful management of service records.

Although no system can be guaranteed completely secure, we work to reduce risks and maintain appropriate safeguards. If a data breach occurs and it poses a risk to your rights and freedoms, we will handle it in line with legal requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: you can request a copy of the data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in some circumstances, you can ask us to delete your data.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you can request that certain information be provided in a portable format.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have not been respected. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Cookies and Similar Technologies

If we use online tools that rely on cookies or similar technologies for basic functionality, security, or analytics, we will only do so in accordance with applicable law. Where required, we will provide appropriate notice and choices. Any non-essential tracking would be used only where permitted by law and, if needed, with your consent.

9. Children’s Data

Our services are directed to adults, and we do not knowingly collect personal data from children except where it is incidentally included in service arrangements or communication records. If we learn that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

10. International Transfers

Where personal data is processed outside the UK, we will take steps to ensure an adequate level of protection. This may include using providers located in jurisdictions with approved safeguards or entering into appropriate contractual protections.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

We aim to process personal data in a way that is lawful, transparent, secure, and limited to what is necessary. We collect only the information required to provide our cleaning services, we retain it only as long as needed, and we use trusted processors where appropriate. Customers in the area can expect their personal data to be handled with care and in accordance with applicable data protection law.

By using Nottinghill Cleaner’s services, you acknowledge that you have read and understood this Privacy Policy.