Privacy Policy - Roehampton Cleaners

Privacy Policy - Roehampton Cleaners

This Privacy Policy explains how Roehampton Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Roehampton Cleaners customers in the area, including individuals who request cleaning services, receive quotations, make bookings, communicate with us, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We respect the privacy of our customers and aim to collect only the information needed to provide our services properly. This policy sets out what data we collect, why we collect it, the lawful basis for processing, how long we keep it, who may process it on our behalf, and the rights you have over your personal information.

1. Who We Are

Roehampton Cleaners provides residential and commercial cleaning services in the local area. In this policy, references to “we”, “us”, and “our” mean Roehampton Cleaners. Where applicable, we act as a data controller for the personal data we decide to collect and use for our own business purposes.

2. Personal Data We Collect

We collect only the information necessary to deliver our services, manage our customer relationship, and operate our business effectively. The types of personal data we may collect include:

Identity data such as your name, title, and any preferences you provide.
Contact data such as your address, email address, and telephone number.
Service data such as property details, cleaning instructions, access preferences, appointment history, and service requirements.
Transaction data such as payment status, invoices, receipts, and records of services purchased.
Communication data such as messages, enquiries, complaints, feedback, and notes relating to customer support.
Technical data if you contact us through digital systems, such as IP address or device information where relevant to security and service delivery.
Special instructions you may choose to provide, for example access arrangements or sensitivities relevant to the service.

We do not intentionally collect more information than we need. We also do not seek to gather sensitive personal data unless it is clearly necessary and you have chosen to provide it voluntarily in the context of a service request.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quotation or book a service;
communicate with us by phone, email, text, or other messaging methods;
complete forms or provide service details;
make a payment or request an invoice;
submit feedback, a complaint, or a general enquiry.

We may also receive data from third parties where needed to manage the service, such as payment providers, booking tools, or business partners assisting with administration. Where this happens, we only use the data for legitimate and disclosed purposes.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under the UK GDPR. Depending on the activity, we rely on one or more of the following legal grounds:

Contract

We process data to enter into and perform a contract with you. This includes taking bookings, delivering cleaning services, managing scheduling, and handling payment administration.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining business records, improving customer service, protecting our business from fraud, and managing service quality.

Legal Obligation

Some information must be retained or processed to comply with legal requirements, such as accounting, tax, and record-keeping obligations.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide additional information not required for the service. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How We Use Your Personal Data

We use personal data for the following purposes:

to provide cleaning services and manage appointments;
to confirm service details and respond to enquiries;
to issue invoices and manage payments;
to maintain records of our work and customer interactions;
to improve our services and customer experience;
to resolve complaints, disputes, or service issues;
to meet legal, accounting, and regulatory requirements;
to protect our business, staff, and customers from misuse or fraud.

We will always use personal data in a way that is relevant, proportionate, and consistent with the purposes explained in this policy.

6. Retention of Personal Data

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

Customer service and booking records may be retained for a reasonable period after the end of the relationship to manage queries, renewals, or disputes.
Financial and invoice records are retained for the period required by law for tax and accounting purposes.
Communication records may be kept for a period needed to resolve issues, monitor service quality, and maintain accurate business records.

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

7. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Examples may include:

Payment processors that help us accept and record payments;
Booking and administration providers that support scheduling and customer management;
IT and cloud service providers that store or secure business information;
Professional advisers such as accountants or legal advisers, where necessary;
Service partners who assist with operational tasks under strict confidentiality and data protection terms.

We do not sell your personal data. We do not share it with third parties for unrelated marketing purposes without a lawful basis. Where a processor is used, we take reasonable steps to ensure that appropriate data protection safeguards are in place.

8. International Transfers

If any service provider stores or processes data outside the United Kingdom, we will take reasonable steps to ensure that your information remains protected to an appropriate standard. This may include the use of approved contractual protections or other lawful transfer mechanisms.

9. Data Security

We use appropriate technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of customer records. While no system can be completely secure, we take data protection seriously and review our practices regularly.

10. Your Rights

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

The right to be informed about how your data is used;
The right of access to obtain a copy of the personal data we hold about you;
The right to rectification if your data is inaccurate or incomplete;
The right to erasure in certain circumstances, also known as the right to be forgotten;
The right to restrict processing in some situations;
The right to object to processing based on legitimate interests;
The right to data portability where applicable;
The right to withdraw consent where processing is based on consent.

Please note that these rights are not absolute and may be subject to legal exceptions. For example, we may need to retain certain records to comply with our legal obligations or to defend against claims.

11. How We Respond to Requests

If you exercise your rights, we will respond within the time allowed by law and may ask for information to confirm your identity before processing the request. We aim to make rights requests straightforward and will handle them carefully and respectfully.

12. Cookies and Similar Technologies

If we use online tools that involve cookies or similar technologies, these may be used for essential functionality, security, and improving the user experience. Where required by law, appropriate notice and choices will be provided. This policy should be read alongside any applicable cookie information that may apply to digital systems we use.

13. Children’s Data

Our services are directed to adults and business customers. We do not knowingly collect personal data from children unless it is incidental to a customer service arrangement and necessary for the provision of our services. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

14. Changes to This Privacy Policy

We may update this policy from time to time to reflect changes in the law, our services, or our internal practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

15. Summary of Our Commitment

Roehampton Cleaners is committed to protecting the privacy of every customer in the area. We collect only what is needed, use it for clear and lawful purposes, keep it only as long as necessary, and work with processors who are required to safeguard it. We respect your rights and aim to process all personal data responsibly, transparently, and securely.

By using our services, you acknowledge that you have read and understood this Privacy Policy.

Roehampton Cleaners Privacy Policy