Earls Court Cleaners Privacy Policy
This Privacy Policy explains how Earls Court Cleaners collects, uses, stores and protects personal data about its customers and prospective customers in the Earls Court area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Earls Court Cleaners customers and prospective customers in the area we serve. It covers personal data collected when you contact us, make a booking, use our cleaning services, or otherwise interact with us, whether in person, by telephone, by post, or online.
Who is the data controller
Earls Court Cleaners is the data controller in respect of the personal data we process about you. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.
Personal data we collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and the services you request.
Identity and contact details such as your name, title, postal address, billing address, service address, and preferred contact details.
Booking and service information such as dates and times of cleaning appointments, frequency of service, access instructions, property type and size, special requests or instructions relating to the service, and records of services provided.
Payment and billing information such as information necessary to process your payments and keep financial records, including payment status and billing history. Where we use payment processors, we do not store full payment card details ourselves but may receive partial information to identify transactions.
Communication records such as enquiries, complaints, feedback, and other communications you send to us, along with our responses and notes of any conversations with you.
Technical and usage data such as information about how you interact with our website or online booking tools, if used, including basic device information, pages visited, and time spent, to the extent that such information identifies or could identify you.
Marketing preferences such as your choices about receiving marketing communications or customer surveys from us.
How we collect your personal data
We collect personal data directly from you when you contact us to request a quote, make a booking, amend or cancel a booking, pay for services, give feedback, or otherwise communicate with us.
We may also collect information automatically when you visit our website, including through the use of cookies and similar technologies, to the extent this information can identify you or be linked to you.
In limited circumstances, we may receive information about you from third parties, for example where a third party books a service on your behalf or where we receive information from our payment service providers relating to a transaction you have made.
Lawful bases for processing your data
We only process personal data where we have a lawful basis to do so. Depending on the context, we may rely on 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 manage your bookings, provide cleaning services, issue invoices, and handle payments.
Compliance with legal obligations. We process personal data to comply with legal and regulatory obligations, such as tax and accounting requirements and responding to lawful requests from public authorities.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests or the legitimate interests of a third party, provided your interests and fundamental rights do not override those interests. These interests include managing and improving our services, keeping appropriate business records, preventing fraud and misuse of our services, and communicating with you about existing services.
Consent. In some situations, we will rely on your consent, for example for certain types of direct marketing communications where consent is required, or for the use of optional cookies or similar technologies on our website. Where processing is based on consent, you have the right to withdraw your consent at any time.
How we use your personal data
We may use your personal data for the following purposes.
To provide cleaning services to you, including setting up and managing your bookings, attending your premises, and carrying out the services you request.
To manage our relationship with you, including communicating with you about your bookings, dealing with enquiries and complaints, and obtaining your feedback.
To process payments and maintain financial and accounting records in relation to services provided.
To improve and develop our services, including monitoring quality, analysing trends in bookings, and training our staff and contractors.
To send you information about our services, promotions, and updates where permitted by law and in line with your communication preferences.
To protect our business, our staff, and our customers, including by preventing fraud, misuse of our services, and resolving disputes.
To comply with legal and regulatory obligations and to establish, exercise or defend legal claims.
Data retention
We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.
In general, we retain customer records, including identity, contact, and booking data, for as long as you remain a customer and for a period after your last interaction with us, to enable us to respond to queries and maintain records of services provided.
Financial and transaction data are retained for the period required by law for tax and accounting purposes.
Where we process personal data based on your consent and you withdraw that consent, we will stop the relevant processing. We may however retain a record of your consent and its withdrawal where necessary to demonstrate compliance with our legal obligations.
When personal data is no longer needed, we either securely delete it or anonymise it so that it can no longer be associated with you.
Data processors and third party recipients
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors may provide services such as payment processing, bookkeeping or accounting support, customer management systems or scheduling tools, data storage and hosting, and information technology support.
Our processors are only permitted to process your personal data in accordance with our instructions and are subject to contractual obligations to protect your data and keep it confidential.
We may also share your personal data with third parties acting as independent controllers in certain circumstances, including professional advisers such as accountants or legal advisers, public authorities and regulators where required by law, and potential buyers or business partners in the context of a business reorganisation or transfer, to the extent permitted by law.
We do not sell your personal data.
International transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we take steps to ensure that appropriate safeguards are in place so that your personal data is afforded a level of protection essentially equivalent to that guaranteed within the United Kingdom. These safeguards may include the use of standard contractual clauses and other measures required by data protection law.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage, and other unlawful forms of processing. These measures include maintaining appropriate access controls, limiting personal data access to those who need it for their role, and using secure methods to store and transmit data. While we strive to protect your personal data, no system can be guaranteed to be completely secure.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.
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, along with information about how it is processed.
Right to rectification. You have the right to request the correction of inaccurate personal data and the completion of incomplete data.
Right to erasure. In certain circumstances, you may request that we delete your personal data. This right is not absolute and does not apply where we are required to retain data for legal or legitimate business reasons.
Right to restriction. You may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data or consider an objection you have raised.
Right to object. You have the right to object to processing based on our legitimate interests and to object at any time to processing for direct marketing purposes.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to request that it is transmitted to another controller where this is technically feasible.
Right to withdraw consent. Where we rely on your consent for processing, you may withdraw your consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Marketing communications
We may use your contact details to send you marketing communications about our cleaning services, special offers or updates, in accordance with applicable law. You can ask us to stop sending you marketing messages at any time by following any opt out instructions we provide or by contacting us using your usual contact channel. Even if you opt out of marketing, we may still contact you in relation to your bookings, payments, or other service related matters.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make changes, we will revise the date of the update and, where appropriate, notify you of significant changes. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
