Kingston Cleaner Privacy Policy

This Privacy Policy explains how Kingston Cleaner collects, uses, stores and protects personal data for all customers in the Kingston area. We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This policy is intended to provide clear information about what we do with your personal data and the rights you have in relation to it.

Scope of this Privacy Policy

This Privacy Policy applies to all Kingston Cleaner customers in the Kingston area, including residential and business customers who use our cleaning services, visit our premises, or interact with us by any communication method. By using our services, you acknowledge that you have read and understood this policy.

Personal Data We Collect

We only collect personal data that is necessary to provide our services, manage our relationship with you, and comply with our legal obligations. The types of personal data we may collect include:

Your identity details such as name, title and, where relevant, business or organisation name.
Your contact details such as postal address, service address, billing address, and information you provide for access instructions.
Your communication details such as email identifiers you choose to use, and any written or verbal information you provide when you contact us or submit feedback.
Service details such as records of cleaning bookings, frequency of services, special instructions, and details about the property relevant to providing cleaning services.
Payment-related information such as payment status, invoices, transaction history and the payment method used. Card or bank details are processed securely by our payment service providers; we do not store full card details.
Technical and usage information where relevant, such as information about how you interact with our online content or digital tools, to the extent that such data identifies or can be linked to you.

How We Collect Personal Data

We collect personal data in several ways, including when you:

Request a quote or make a booking for cleaning services.
Communicate with us in person, by phone, or through other communication channels.
Provide instructions to our staff at your property.
Make a payment or request an invoice or receipt.
Provide feedback, reviews or complaints about our services.

We may also receive personal data from business partners or third parties, for example where a managing agent, landlord or employer books our services on your behalf. In such cases, they are responsible for ensuring they have a lawful basis to share your data with us.

Lawful Bases for Processing Your Data

We process your personal data only when we have a valid legal basis under GDPR. Depending on the context, this may include:

Contract: Processing that is necessary to enter into or perform a contract with you, such as setting up your booking, providing cleaning services, issuing invoices and managing payments.
Legal obligation: Processing that is required for us to comply with laws and regulations, for example tax and accounting rules, or responding to requests from public authorities where we are legally required to do so.
Legitimate interests: Processing necessary for our legitimate business interests, as long as those interests are not overridden by your rights and freedoms. This may include managing and improving our services, maintaining business records, handling customer queries and ensuring the security of our staff and customers.
Consent: In limited situations we may rely on your consent, for example where required for certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning services, including confirming appointments, carrying out work at your property and addressing any issues that arise.
To communicate with you about bookings, changes to services, cancellations, and follow-up after a visit.
To issue invoices, process payments, and manage any refunds or disputes.
To maintain accurate internal records for administration, performance monitoring and service improvement.
To respond to your questions, feedback or complaints and to provide customer support.
To meet our legal and regulatory obligations, such as accounting and taxation requirements.
To protect our business, staff and customers, including preventing and detecting fraud or misuse of our services.

Data Retention

We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.

Booking and service records are generally retained for a period necessary to handle ongoing services, queries or complaints, and then for a further period required by law or recommended for legal limitation purposes.
Financial and transaction records are usually retained for a period required under tax and accounting regulations.
Communications and correspondence may be kept for a limited period to enable us to respond to follow-up queries and maintain accurate records of our interactions with you.

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

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are engaged only to the extent necessary to help us deliver our services and run our business, and they are required to process your data securely and only in accordance with our instructions.

Examples of such processors may include:

Payment service providers that securely process your card or bank payments and manage transactions.
IT and systems providers that support our booking systems, communication tools or data storage.
External professional advisers such as accountants where required for compliance and business administration.

We do not sell your personal data. We only disclose data to third parties when it is necessary for the purposes described in this policy, when we are legally obliged to do so, or when you have given your consent where required by law.

International Data Transfers

If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include standard contractual clauses or other mechanisms approved under data protection law.

How We Protect Your Data

We take appropriate technical and organisational measures to keep your personal data secure and to prevent unauthorised access, alteration, disclosure or loss. These measures may include restricted access to systems, secure storage solutions, staff training, and procedures for handling suspected data breaches.

Your Data Protection Rights

You have a number of rights under data protection law in relation to your personal data. Subject to certain conditions and limitations, these include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to erasure: You can request the deletion of your personal data where there is no valid reason for us to continue processing it, for example where you believe it is no longer necessary for the purposes for which it was collected, or where you withdraw consent where consent was the legal basis.

Right to restrict processing: You can ask us to restrict how we use your data in certain circumstances, for example while we verify its accuracy or assess an objection.

Right to object: You may object to processing based on our legitimate interests where you believe your rights and interests override ours.

Right to data portability: In certain circumstances, you may request that we provide your personal data in a structured, commonly used and machine readable format so that you can reuse it with another provider.

Right to withdraw consent: Where we rely on consent to process your personal data, you can withdraw that consent at any time, 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 have questions about how we handle your personal data, you can contact us using the details provided on our main contact channels. We will respond to your request as required by law and may need to verify your identity before acting on it.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data. We would, however, welcome the opportunity to address your concerns directly first.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any changes will be made available through our usual communication channels, and the updated policy will apply from the date it is published.