Cleaner Westminster Privacy Policy

This Privacy Policy explains how Cleaner Westminster collects, uses, stores and protects personal data relating to customers in the Westminster area. It also sets out the rights individuals have under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Cleaner Westminster customers, prospective customers and users of our cleaning services located in the Westminster area.

Who this Privacy Policy applies to

This Privacy Policy applies to all Cleaner Westminster customers and prospective customers whose personal data is collected, stored or processed in relation to our domestic, commercial or specialist cleaning services within the Westminster area. By engaging with our services, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.

Personal data we collect

Cleaner Westminster collects and processes personal data that is necessary to provide and manage our services. The types of personal data we may collect include:

Identification and contact details such as name, title, residential or business address, billing address, and similar contact information.

Communication details such as email correspondence and notes of conversations related to bookings, quotes, feedback or complaints.

Service information such as property access instructions where provided, preferred service times, service history and records of work carried out at your premises.

Payment and billing information such as payment method details, partial card information where required for processing, and transaction records. We do not store full payment card details where payments are processed by third party payment processors.

Technical and usage information such as basic device or browser information and records of how you interact with our website or online booking tools, where applicable.

Voluntary information you choose to provide such as special instructions, information about pets at the property, or feedback given in surveys or reviews.

How we collect personal data

We collect personal data directly from you when you request a quote, make a booking, create an account on any online platform operated by us, communicate with us by phone or in writing, or provide feedback and reviews.

We may also collect personal data from third parties where necessary, for example from payment service providers confirming payment status, or from business partners who refer you to our services, always in line with data protection laws.

Purposes and lawful bases for processing

Cleaner Westminster processes personal data only where we have a lawful basis under data protection laws. The main purposes and lawful bases are as follows:

To provide and manage our cleaning services. This includes processing bookings, scheduling cleaners, accessing the property as instructed, delivering the service, and managing customer accounts. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To handle payments and invoicing. This includes processing payments, verifying payment status, issuing invoices and dealing with any payment queries. The lawful basis is performance of a contract and compliance with legal obligations such as tax and accounting requirements.

To communicate with you. We use your contact details to respond to enquiries, provide booking confirmations and updates, handle complaints and provide customer support. The lawful basis is performance of a contract and our legitimate interests in ensuring effective customer service.

To improve our services and operations. We may use aggregated or limited personal data to analyse service performance, train staff and improve our processes. The lawful basis is our legitimate interests in running and developing our business, ensuring quality and efficiency.

To send direct marketing about similar services. Where permitted by law, we may use your contact details to send you information about services similar to those you have already purchased. You can object to this at any time. The lawful basis is our legitimate interests, except where consent is required by law.

To comply with legal and regulatory obligations. We may process and retain certain personal data to meet legal, tax, accounting or regulatory requirements, or to respond to lawful requests from authorities. The lawful basis is compliance with legal obligations.

Where required, we may rely on your consent, for example for certain types of electronic marketing or for processing special categories of data if you choose to provide them. Where we rely on consent, you can withdraw it at any time.

Data retention

Cleaner Westminster keeps personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

Customer account and service data is typically retained for a period after the last service date to allow us to respond to queries, handle complaints and maintain service history, after which it will be securely deleted or anonymised.

Financial records such as invoices and transaction records are retained for the period required by tax and accounting laws, after which they will be securely deleted or anonymised.

Marketing contact details are retained for as long as you remain subscribed to receive communications, or until you object or withdraw consent, whichever applies.

We regularly review the personal data we hold and apply appropriate retention and deletion schedules in line with legal requirements and business needs.

Sharing personal data and data processors

Cleaner Westminster may share personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, and always in accordance with data protection laws.

We may engage service providers as data processors who act on our instructions to support the delivery of our services. These may include cleaning contractors, payment service providers, IT and hosting providers, customer relationship management systems and administrative support services.

Where we use data processors, we ensure that appropriate contractual and technical safeguards are in place to protect your personal data. Processors are required to keep your data secure, use it only for the agreed purposes and comply with applicable data protection laws.

We may also share personal data with professional advisers such as accountants or legal advisers where necessary, and with authorities, regulators or law enforcement where required by law or to protect our rights, property or the safety of our customers and staff.

We do not sell personal data to third parties.

International transfers

If we transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information in accordance with data protection laws. These safeguards may include using countries with an adequacy decision or implementing standard contractual clauses with the recipient.

Security of personal data

Cleaner Westminster takes appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. Measures may include access controls, secure storage, encryption where appropriate, staff training and regular review of our security practices. While we strive to protect your data, no system is completely secure and we cannot guarantee absolute security.

Your data protection rights

Under the UK General Data Protection Regulation and related laws, individuals whose personal data we process have a number of rights. These include:

The right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is used.

The right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

The right to erasure. In certain circumstances, you have the right to request that your personal data is deleted, 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.

The right to restriction of processing. You may have the right to request that we limit the way we use your personal data in certain situations, such as while we are considering a request to rectify or erase it.

The right to data portability. In certain circumstances, you have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible.

The right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including for direct marketing. If you object to direct marketing, we will stop sending you such communications.

Rights related to consent. Where we rely on your consent for processing, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

We may need to verify your identity before responding to a request. We aim to respond to all valid requests within one month, or within any extended period permitted by law for complex or numerous requests.

Complaints and contact

If you have any concerns about how Cleaner Westminster handles your personal data, you can raise these with us using our usual contact methods. You also have the right to lodge a complaint with the Information Commissioner in the United Kingdom if you believe your data protection rights have been infringed.

Changes to this Privacy Policy

Cleaner Westminster may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any significant changes will be communicated by appropriate means. The version in force will be the one published as our current Privacy Policy and will apply to all Cleaner Westminster customers in the Westminster area from the date it is issued.