Privacy Policy - Cleaner Knightsbridge

This Privacy Policy explains how Cleaner Knightsbridge collects, uses, stores, shares, and protects personal data. It applies to all Cleaner Knightsbridge customers in the area, including current, former, and prospective customers who use or enquire about our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cleaner Knightsbridge provides residential and commercial cleaning services. In the course of delivering these services, we may process personal data relating to customers, household members, business contacts, site managers, and other relevant individuals. For the purposes of data protection law, we act as a data controller when deciding how and why personal data is used.

2. Information We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The types of information we may collect include:

Identity information, such as your name and title.
Contact details, including address, email address, and telephone number.
Service details, such as cleaning preferences, appointment history, property access instructions, and special requirements.
Billing and payment information, where needed to process invoices and payments.
Communication records, including emails, messages, complaints, feedback, and service-related notes.
Technical data, such as limited website or device information if you use digital booking or enquiry tools.
Security and access information, for example keyholding details, alarm instructions, or entry codes supplied by you.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for the service, for example information about health or access needs. If such data is provided, we handle it with additional care and only where there is a valid legal basis.

3. How We Use Your Data

We use personal data for the following purposes:

To provide, manage, and improve our cleaning services.
To arrange bookings, rescheduling, and service updates.
To prepare quotations, invoices, and payment records.
To respond to enquiries, feedback, and complaints.
To keep records of service history and customer preferences.
To maintain safety, security, and operational quality.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business against fraud, misuse, or unlawful activity.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law allows this.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Cleaner Knightsbridge relies on one or more of the following lawful bases:

Contract – to deliver the cleaning services you request, manage bookings, and process payments.
Legal obligation – to keep records required by tax, accounting, employment, or regulatory law.
Legitimate interests – to operate and improve our business, maintain service records, communicate with customers, prevent fraud, and ensure security, provided these interests are not overridden by your rights and freedoms.
Consent – where we rely on your clear agreement, for example for optional communications or certain uses of sensitive information.

If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or compliance. These organisations act as processors or, in some cases, independent controllers. We require processors to handle personal data only on our instructions and to take appropriate technical and organisational security measures.

Processors and service providers may include:

Payment processors to handle card or electronic payments.
IT and cloud service providers for secure storage, communication, and system support.
Accounting and bookkeeping services for invoicing and financial administration.
Customer management software providers used to schedule and manage services.
Professional advisers such as accountants, auditors, or legal advisers where necessary.
Public authorities where disclosure is required by law or to protect our legal rights.

We do not sell personal data. If personal data is transferred outside the UK or EEA, we will ensure suitable safeguards are in place, such as an adequacy decision or approved contractual protections.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and why it is held.

In general:

Service and customer records are retained for as long as the customer relationship continues and for a reasonable period afterwards.
Invoices and financial records are typically retained for the period required under tax and accounting law.
Correspondence and complaints are kept for as long as needed to resolve the matter and maintain business records.
Security-related information such as access instructions is retained only while required for service delivery.

When personal data is no longer needed, it will be securely deleted, anonymised, or destroyed.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain limits or exceptions. You have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict the processing of your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability, where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where consent is the lawful basis.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has been handled improperly. We encourage customers to raise concerns directly with us first so that we can address them promptly.

8. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis. While no system can be guaranteed fully secure, we work to maintain a level of protection appropriate to the risks involved.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect once published, and the revised policy will continue to apply to all Cleaner Knightsbridge customers in the area.

Important Note

Cleaner Knightsbridge is committed to respecting your privacy and using personal data responsibly. If you continue to use our services, you acknowledge that you have read and understood this Privacy Policy. We encourage you to review it periodically so you remain informed about how your information is handled.

Summary of our approach: we collect only necessary data, process it under a valid lawful basis, share it only with carefully selected processors, retain it for limited periods, and respect your statutory rights at all times.