Privacy Policy - Kingston Cleaner

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

1. Who We Are

Kingston Cleaner provides professional cleaning services to residential and commercial customers in the area. In the course of delivering our services, we act as a data controller for the personal data we decide how and why to use. This means we are responsible for ensuring your information is processed lawfully and securely.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, operating our business, and meeting legal obligations. The information we may collect includes:

• Identity details such as your name and title.
• Contact details such as your email address, telephone number, and service address.
• Booking and service information such as appointment dates, instructions, service preferences, access notes, and cleaning requirements.
• Billing and payment information such as invoice details and transaction records.
• Communication records such as messages, complaints, feedback, and service-related correspondence.
• Technical data where relevant, such as basic website or device usage information if you interact with our online systems.
• Legal and compliance information such as records needed for tax, accounting, insurance, or dispute resolution purposes.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it to us in connection with your service request. Special category data may include information about health, religion, or other sensitive matters. If such information is ever provided, we will only process it where permitted by law and with appropriate safeguards.

3. How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, pay for a service, communicate with us, or provide instructions relating to cleaning work. We may also receive information from:

• third-party booking or payment systems used to process services;
• business partners or property managers acting on your behalf;
• publicly available sources where needed for legitimate business purposes;
• our internal records of past services and interactions.

4. How We Use Personal Data

We use your personal data only where we have a lawful reason to do so. The main purposes for which we use data are:

• to provide cleaning services and manage bookings;
• to communicate with you about appointments, changes, and service updates;
• to prepare quotes, invoices, and payment records;
• to respond to complaints, queries, and customer requests;
• to maintain internal records and improve our services;
• to comply with tax, accounting, insurance, and legal obligations;
• to prevent fraud, misuse, or security incidents;
• to defend or establish legal claims where necessary.

We will never use your personal data for purposes that are incompatible with those described in this policy unless we inform you and have a lawful basis to do so.

5. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis before processing personal data. Kingston Cleaner relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, sending invoices, and communicating about service delivery.

Legal Obligation

We process certain data where we must comply with legal obligations, including accounting, tax, recordkeeping, insurance, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. Examples include improving services, preventing fraud, maintaining business records, managing customer relationships, and ensuring network and information security.

Consent

In limited cases, we may rely on your consent, for example if we need permission to process certain optional information or send specific communications not covered by other lawful bases. Where we rely on consent, you may withdraw it at any time.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. The retention period depends on the type of information and the purpose of processing.

• Customer and booking records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
• Financial and tax records are retained for the period required by law.
• Complaint and dispute records may be retained for as long as needed to resolve issues and defend legal claims.
• Consent-based information is retained only until consent is withdrawn or the information is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or destroy it in line with our retention procedures.

7. Processors and Third Parties

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors when they process data on our instructions, or as independent controllers when they use data for their own purposes. We only share the minimum data necessary and require appropriate safeguards.

Examples of processors and third parties may include:

• payment providers that handle card or online transactions;
• accounting and bookkeeping services that support invoicing and tax compliance;
• IT and cloud service providers that store or maintain business systems;
• customer communication tools used for booking confirmations or service updates;
• professional advisers such as lawyers, insurers, and auditors;
• public authorities where disclosure is required by law.

Any processor we use is selected carefully and is expected to protect personal data through appropriate technical and organisational measures. We do not sell personal data.

8. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place. These may include UK adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms. We will only transfer data where necessary and where appropriate protections are available.

9. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff awareness, and limitation of access to those who need it for business purposes. However, no system is completely secure, and we cannot guarantee absolute security.

10. Your Rights

Under data protection law, you have important rights in relation to your personal data. Subject to legal limits and exemptions, you may have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete information.
• Erase your data in certain circumstances.
• Restrict how we process your data in certain situations.
• Object to processing based on legitimate interests.
• Data portability for data you provided to us, where applicable.
• Withdraw consent where processing is based on consent.

You also have the right to be informed about how your data is used and to raise concerns if you believe your data has been mishandled.

11. Exercising Your Rights

If you wish to exercise any of your rights, we will review your request and respond within the time limits set by law. We may need to verify your identity before acting on a request. In some cases, we may not be able to comply fully if an exemption applies or if the request would affect the rights of others.

12. Complaints

If you are unhappy with the way your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so that we can try to resolve the issue quickly and fairly. We take privacy concerns seriously and will investigate them appropriately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is published. We encourage customers in the area to review this policy periodically so they remain informed about how their data is protected.

14. Summary of Our Commitments

In summary, Kingston Cleaner only processes personal data where it has a lawful basis, uses it for clear and legitimate purposes, retains it only as long as necessary, and shares it only with trusted processors or where required by law. We respect your privacy rights and are committed to protecting the information of all Kingston Cleaner customers in the area in a careful, lawful, and transparent way.

Last updated: 2026