Cleaners Richmond GDPR Privacy Policy

This Privacy Policy explains how Cleaners Richmond collects, uses, stores and protects personal data relating to our customers and prospective customers in the Richmond area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and related legislation. By using our cleaning services, requesting a quotation or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individual customers and prospective customers of Cleaners Richmond in the Richmond area, as well as to people who contact us on behalf of a business customer. It covers personal data collected through our website, by telephone, in writing, in person and through any other communication channels we use to provide and manage our services.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identity and contact details, such as your name, title, service address, billing address, and general contact details necessary to communicate with you.

Service and booking information, such as details about the type of cleaning services you request, property type, preferred dates and times, instructions regarding access to the property and any relevant notes to deliver the service safely and effectively.

Account and communication data, including records of communications between you and Cleaners Richmond, such as enquiries, complaints, feedback and correspondence about bookings and invoices.

Payment-related information, such as payment confirmations and records that a payment was made or received. We do not retain full payment card details when payment is processed through a secure third-party payment provider.

Technical data, where relevant, such as basic usage information when you visit our website, which may include device and browser information, and information generated by cookies or similar technologies used only where legally permitted.

Lawful Bases for Processing

Cleaners Richmond processes personal data only when we have a lawful basis to do so under data protection law. Depending on the specific activity, we rely on one or more of the following lawful bases:

Performance of a contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to arrange cleaning services, manage your bookings, issue invoices and handle related customer service.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include using your data to improve our services, manage our relationship with you, handle queries and protect our business.

Legal obligations. We process certain personal data to comply with legal and regulatory obligations, such as maintaining accurate financial and tax records or responding to requests from public authorities where required by law.

Consent. In some situations, we may rely on your consent, for example for certain forms of direct marketing or the use of specific optional cookies, where consent is legally required. You can withdraw your consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage cleaning services, including arranging visits, coordinating staff, accessing the property in accordance with your instructions and keeping records of the services provided.

To communicate with you, including responding to enquiries, confirming or rescheduling bookings, providing updates about your services and sending important service-related information.

To manage billing and payments, including issuing invoices, processing payments through third-party payment providers and maintaining necessary financial records.

To improve our services, for example by analysing service usage patterns, customer feedback and issues raised, so that we can maintain and enhance the quality, safety and efficiency of our services.

To protect our business and prevent misuse, including the prevention and detection of fraud, resolving disputes, enforcing our contractual terms and ensuring the safety of our staff and customers.

To comply with legal requirements, including accounting, tax and other regulatory obligations.

Data Retention

Cleaners Richmond retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting or regulatory reporting requirements. The specific retention period will depend on factors such as the type of data, the nature of our relationship with you and statutory retention obligations.

In general, customer account and service records are retained for a period necessary to manage our ongoing relationship and to address any queries, complaints or legal claims that may arise after the provision of services. Financial records are kept for the minimum period required under applicable tax and accounting laws. Where data is no longer needed, it is securely deleted or anonymised.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data.

Categories of data processors and third parties may include:

Service delivery partners and subcontractors, where necessary to help us provide cleaning services to you.

IT and hosting providers, who supply and maintain systems, applications, cloud services and data storage used to run our business operations.

Payment processing providers, who process payments and help us manage billing and refunds securely.

Professional advisers, such as accountants or legal advisers, where necessary in connection with professional services they provide to us.

Public authorities and regulatory bodies, where we are legally required to share information or where it is necessary to protect our rights, property or the safety of our customers or staff.

We do not sell your personal data to third parties. If we ever intend to use or share your data for a purpose materially different from that described in this Privacy Policy, we will notify you and, where required, seek your consent.

International Data Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is in place in accordance with data protection laws. This may include using appropriate safeguards such as standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.

Data Security

Cleaners Richmond takes the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, staff training, secure storage and appropriate procedures for handling and responding to potential security incidents. While we take reasonable steps to safeguard your data, no system can be entirely secure and we cannot guarantee absolute security.

Your Data Protection Rights

As a data subject under applicable data protection laws, you have a number of rights in relation to your personal data processed by Cleaners Richmond. These rights may be subject to certain limitations or conditions set out in law. Your rights include:

The right of access. You can request confirmation that we process your personal data and obtain a copy of the data we hold about you, together with information about how we use it.

The right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you can request the deletion of your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.

The right to restrict processing. You can ask us to restrict the processing of your personal data in specific situations, such as while we verify the accuracy of data or consider an objection you have raised.

The right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may ask to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.

The right to object. You have the right to object to processing carried out on the basis of our legitimate interests, including profiling based on those interests, and we will stop processing unless we demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is necessary for legal claims.

The right to withdraw consent. Where processing is based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in breach of data protection laws. In the United Kingdom, this is the Information Commissioner’s Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. Any changes will be made available through our usual communication channels and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.