Roehampton Cleaners Privacy Policy

This Privacy Policy explains how Roehampton Cleaners collects, uses, stores, and protects personal data. It also explains the rights you have under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Roehampton Cleaners customers in our service area, including prospective, current, and former customers.

Who We Are And Scope Of This Policy

Roehampton Cleaners is a cleaning service provider operating in the Roehampton area and surrounding locations. For the purposes of data protection laws, Roehampton Cleaners is the data controller for the personal data described in this Privacy Policy.

This Privacy Policy applies to all personal data we process in relation to our services, including when you contact us, make a booking, enter into a contract with us, visit our premises, or otherwise interact with Roehampton Cleaners as a customer in our service area.

Personal Data We Collect

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

Contact and identification details such as your name, home or business address, billing address, and any additional delivery or collection addresses you provide.

Communication details such as your preferred contact method and the content of communications you send to us, including enquiries, feedback, and complaints.

Booking and service information such as dates and times of bookings, type of cleaning service requested, property access arrangements where provided, and any special instructions you choose to give.

Payment and transaction information such as payment method, details needed to process payments through our chosen payment processors, records of invoices, receipts, and outstanding balances.

Technical usage information such as basic information generated when you visit our website or interact with our online booking tools, including access logs and information necessary to maintain the security and functionality of our systems.

Any other information you choose to give us that is relevant to the provision of cleaning services, such as information about your preferences or specific requirements for your property.

How We Collect Your Data

We collect personal data in several ways:

Directly from you when you contact us by telephone, in person, via our website forms, or through other communication channels, including when you request a quote or make a booking.

During the provision of services when our staff attend your property and record details related to the agreed services, including any updates you provide on site.

From third parties where you have given permission or where it is necessary for us to provide services, for example, where a business or landlord arranges cleaning on your behalf and provides us with your contact details.

Lawful Bases For Processing Your Data

We will only process your personal data where we have a lawful basis under data protection law. Depending on the context, this may include the following bases:

Contractual necessity where the processing is required to enter into or perform a contract with you, such as when you request a quote, make a booking, or we provide and manage cleaning services.

Legal obligation where we must process your data to comply with legal or regulatory requirements, such as record keeping for tax and accounting purposes or responding to lawful requests from authorities.

Legitimate interests where the processing is necessary for our legitimate business interests or those of a third party, and these interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, preventing fraud, ensuring the security of our systems and staff, and defending legal claims.

Consent where we rely on your freely given, specific, and informed consent, for example, for certain types of marketing communication where required by law. You can withdraw your consent at any time, without affecting the lawfulness of any processing based on consent before its withdrawal.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide and manage our cleaning services, including processing bookings, arranging site visits, carrying out cleaning work, and handling payments.

To communicate with you about your bookings, respond to your enquiries, send service updates, and manage any feedback, complaints, or disputes.

To manage our business operations, such as accounting, auditing, and internal reporting, as well as training staff and improving our services.

To maintain the security of our staff, systems, and customers, including preventing fraud and misuse of our services.

To comply with legal and regulatory obligations and cooperate with regulators and law enforcement when required.

Data Sharing And Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy. These third parties may act as data processors on our behalf and are only permitted to process your data according to our instructions and in compliance with data protection laws.

Examples of such processors may include:

Payment processing providers who handle card or electronic payments on our behalf.

IT and system support providers who host or support our business systems, website, or communication tools.

Professional advisers such as accountants, auditors, or legal professionals where disclosure is necessary for professional advice or to establish, exercise, or defend legal claims.

We may also share personal data with other third parties acting as separate controllers where required by law, such as regulatory bodies or law enforcement agencies, or where it is necessary to protect our rights, property, or the safety of our customers and staff.

International Data Transfers

Where any of our service providers or systems involve the transfer of your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data. These may include using countries that have been deemed to provide an adequate level of protection, or using standard contractual clauses or equivalent legal mechanisms.

Data Retention

We will retain your personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting obligations.

In general, we keep customer and booking records for the duration of our relationship with you and for a period after the end of that relationship where required by law or where necessary to resolve disputes or enforce our agreements. Tax and financial records are typically retained for the period required by applicable tax and company laws.

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

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights may include:

The right of access to obtain confirmation of whether we process your personal data and to receive a copy of that data.

The right to rectification to request correction of inaccurate or incomplete personal data we hold about you.

The right to erasure to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purpose for which it was collected and we have no legal obligation to retain it.

The right to restriction of processing to request that we limit the processing of your data in certain situations, such as while we are assessing a request you have made.

The right to data portability to receive personal data you have provided to us in a structured, commonly used, and machine readable format and to transmit it to another controller where technically feasible and where the processing is based on consent or contract.

The right to object to processing where we are relying on legitimate interests, including for direct marketing. We will stop processing your data for such purposes unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

The right to withdraw consent at any time where processing is based on your consent, without affecting the lawfulness of processing carried out before withdrawal.

Exercising Your Rights And Complaints

If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact Roehampton Cleaners using the contact details provided through our usual customer communication channels.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We would, however, appreciate the opportunity to address your concerns before you approach the authority, so we encourage you to contact us in the first instance.

Security Of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. Measures may include access controls, staff training, and procedures to manage data incidents. While we take reasonable steps to protect your information, no system can be guaranteed to be completely secure.

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 encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.