Notting Hill Cleaner Privacy Policy

This Privacy Policy explains how Notting Hill Cleaner collects, uses, stores, and protects personal data of its customers in the Notting Hill area and surrounding locations. It is designed to comply with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our cleaning services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individual customers and prospective customers of Notting Hill Cleaner in the Notting Hill area and any nearby areas where we operate. It covers personal data collected when you contact us, request a quote, make a booking, use our services, or otherwise interact with us offline or online.

Data Controller

Notting Hill Cleaner is the data controller in relation to the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed and are responsible for ensuring that it is handled in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details: name, title, postal address, billing address, property access details relevant to the provision of cleaning services, and general location information within our service area. Where you choose to provide them, this may also include company or tenancy details associated with the property.

Communication details: information you provide when you contact us, such as your preferred method of communication and the content of emails, messages, or calls relevant to bookings, enquiries, or complaints.

Service and booking information: details of the services you request, booking dates and times, service history, special instructions regarding the property, and feedback you provide about our services.

Payment and transaction information: details related to payments and invoices, such as payment method and transaction records. We do not store full payment card details; where required, these are handled by secure payment processors acting on our behalf.

Technical and usage information: if you interact with us online, we may collect limited technical information such as your device type, browser type, general browsing behaviour on our website, and basic analytics data, where this is permitted by applicable law and your browser settings.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, in person, via online forms, or through any other communication method you choose to use. We may also receive personal data from third parties where you have given permission to share information with us, for example from online directories or referral partners that help you find local cleaning services.

Lawful Bases for Processing

We process your personal data only when we have a lawful basis to do so under the UK GDPR. Depending on the context, we may rely on the following lawful bases:

Contract: we process your data when it is necessary for entering into or performing a contract with you, such as arranging and providing cleaning services, managing bookings, and handling payments.

Legitimate interests: we process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include improving our services, keeping records of interactions, managing our relationship with you, and protecting our business from fraud or misuse.

Legal obligation: we process data where necessary to comply with legal obligations, including tax, accounting, and regulatory requirements, and to respond to lawful requests from public authorities.

Consent: where required by law, we may rely on your explicit consent, for example for optional marketing communications. You can withdraw your consent at any time, which will not affect the lawfulness of processing before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning services, including arranging appointments, managing schedules, and fulfilling your specific service instructions.

To communicate with you about bookings, changes to appointments, invoices, payments, and service updates.

To manage our relationship with you, including handling enquiries, feedback, or complaints, and providing customer support.

To maintain accurate internal records, such as service history and transaction records, for operational, accounting, and legal purposes.

To improve our services, including assessing customer satisfaction and analysing service trends in our operating area.

To protect our business, for example by detecting and preventing fraud, misuse of our services, or other unlawful activities.

Data Processors and Third Parties

We may share your personal data with carefully selected third party service providers acting as data processors. These processors only process your data on our instructions and are contractually required to protect your data and comply with data protection law.

Examples of such processors may include payment processing providers, accounting or invoicing platforms, secure data storage and hosting providers, and providers of customer management or booking systems. We only share the minimum personal data necessary for each purpose.

We may also share personal data where required by law, to comply with legal obligations, to respond to lawful requests from public authorities, or to protect our rights, property, or safety, or the rights, property, or safety of others.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, and where this results in the transfer of personal data to a country that is not subject to an adequacy decision, we will put in place appropriate safeguards such as standard contractual clauses or equivalent mechanisms to protect your data in accordance with data protection laws.

Data Retention

We retain your 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.

Service and booking records are typically retained for a period that allows us to manage ongoing relationships and respond to any queries or claims relating to the services provided. Financial records, such as invoices and transaction details, may be kept for longer periods in line with tax and accounting rules.

When personal data is no longer required for the purposes described in this Privacy Policy, we will securely delete it, anonymise it, or otherwise ensure it is no longer used in an identifiable form.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage practices, and limiting access to personal data to those employees and processors who need it for legitimate business purposes.

Your Data Protection Rights

Under the UK GDPR, you have certain rights in relation to your personal data. These rights apply to all Notting Hill Cleaner customers in our service area, subject to specific legal conditions and exemptions.

Right of access: you have the right to request confirmation of whether we process your personal data and to receive a copy of the data we hold about you.

Right to rectification: you have the right to request the correction of inaccurate personal data and the completion of incomplete data.

Right to erasure: in certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal 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 the accuracy of the data is contested or where you object to processing based on legitimate interests.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine readable format and transmit it to another controller where technically feasible.

Right to object: you have the right to object at any time to processing of your personal data based on our legitimate interests, including any direct marketing activities. We will then stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for legal claims.

Right to withdraw consent: where we rely on your consent, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing before it was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual communication channels you use to interact with Notting Hill Cleaner. To help us respond, please provide sufficient information to identify yourself and describe your request clearly.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.