Privacy Policy - Cleaner Nottinghill

Effective date: This Privacy Policy applies to all Cleaner Nottinghill customers in the Nottinghill area and explains how personal data is collected, used, stored, shared, and protected in accordance with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Cleaner Nottinghill is committed to protecting the privacy of every customer, prospective customer, and website visitor whose personal information is processed in connection with our cleaning services. We only collect and use personal data where it is necessary, lawful, and fair to do so. This policy explains what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

By using our services, booking an appointment, making an enquiry, or communicating with us, you acknowledge the practices described in this Privacy Policy.

2. Who This Policy Applies To

This Privacy Policy applies to all customers of Cleaner Nottinghill in the local area, including individual household customers, regular cleaning clients, one-off service users, and any person who contacts us about our services. It also applies where we process personal data relating to property access, service preferences, billing arrangements, and service-related communications.

3. Data We Collect

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

Identity information such as your name, title, and any relevant service account identifier.
Contact information such as your address, telephone number, and email address.
Service details including booking dates, cleaning preferences, instructions, property access notes, and information needed to deliver the service.
Billing and transaction information such as payment status, invoice records, and payment confirmation details.
Communication records including messages, complaints, feedback, and notes from customer service interactions.
Technical information where applicable, such as basic device or usage data generated when you interact with our digital systems.
Special instructions that may relate to your household, security arrangements, or service requirements, provided that they are necessary for the service.

We do not seek to collect unnecessary personal data. Where possible, we limit processing to the minimum amount needed to provide a reliable, safe, and efficient cleaning service.

4. How We Collect Data

We collect personal data directly from you when you submit an enquiry, make a booking, request a quote, enter into a service agreement, or communicate with us about an existing service. We may also collect information when you update your preferences, provide feedback, or raise a concern. In some cases, we may receive data from third parties acting on your behalf, such as a family member, property manager, or authorised representative, where they are permitted to share that information.

5. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under GDPR. Depending on the purpose, our lawful bases may include:

Contract – when processing is necessary to provide cleaning services, manage bookings, take payment-related steps, or perform our obligations under a service agreement.
Legal obligation – when we must retain or disclose information to comply with applicable law, tax rules, accounting requirements, or other regulatory duties.
Legitimate interests – when processing is necessary for our legitimate business interests, such as service management, customer support, record-keeping, service quality, and fraud prevention, provided your rights do not override those interests.
Consent – where we rely on your clear permission for specific activities, and you may withdraw that consent at any time.
Vital interests – only in rare situations where processing is necessary to protect someone’s life or prevent serious harm.

We do not use personal data for purposes that are incompatible with the reason it was collected.

6. How We Use Your Data

Your data may be used for the following purposes:

to arrange and deliver cleaning services;
to confirm appointments and manage scheduling;
to respond to enquiries and customer service requests;
to process invoices, payments, and account administration;
to keep service records and maintain internal business documentation;
to improve our customer experience and operational efficiency;
to comply with our legal, tax, and contractual obligations;
to resolve disputes, complaints, or claims;
to protect the security of our staff, customers, and property access arrangements.

We do not sell your personal data.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of information and the legal or operational need for keeping it. For example:

customer booking and service records may be retained for the period needed to manage the service relationship and handle follow-up issues;
financial and invoice records are typically kept for the period required by tax and accounting law;
complaints, correspondence, and dispute records may be retained for a reasonable period after the matter is closed;
information collected with consent is kept until that consent is withdrawn, unless we must retain it for another lawful reason.

When data is no longer required, we take appropriate steps to securely delete, anonymise, or archive it in accordance with our retention procedures.

8. Processors and Data Sharing

We may use trusted third-party processors to help us operate our business. These processors only handle personal data on our instructions and must protect it appropriately. They may include:

payment service providers that process transactions;
accounting or bookkeeping services that manage financial records;
IT and cloud service providers that support secure storage, email, scheduling, or system maintenance;
customer management or booking tools used to organise appointments and service records;
professional advisers such as legal or tax advisers where necessary;
delivery partners or contractors where service fulfilment requires limited information sharing.

We may also share personal data where required by law, court order, or lawful request from public authorities. Any sharing is limited to what is necessary and appropriate for the relevant purpose.

9. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of data handling practices. Although no system can be guaranteed completely secure, we take data protection seriously and work to maintain a high standard of care.

10. International Transfers

If personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place to protect the information in line with applicable data protection law. Any such transfer will be managed carefully and only where necessary for business operations or service delivery.

11. Your Rights Under GDPR

Under data protection law, you may have the following rights in relation to your personal data:

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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit the way we use your data in certain situations.
Right to data portability – to receive certain information in a structured, commonly used format, where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may ask for information to confirm your identity before responding.

12. Complaints and Further Information

If you believe your data has been handled incorrectly or you are unhappy with the way we have processed your personal information, you have the right to raise a complaint with the relevant data protection authority. You may also contact us directly to explain the issue so we can review and address it promptly. We aim to handle all privacy concerns fairly, respectfully, and in line with applicable law.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, service operations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

In summary: Cleaner Nottinghill processes personal data lawfully, transparently, and only for legitimate service-related purposes, while respecting your rights and protecting your information throughout the customer relationship.