Privacy Policy - Cleaner Kensington

This Privacy Policy explains how Cleaner Kensington collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Kensington area. It applies to all Cleaner Kensington customers in area, including individuals, households, landlords, tenants, and businesses that request or receive our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Cleaner Kensington provides residential and commercial cleaning services. In order to arrange, deliver, and manage these services, we may need to process personal data relating to customers, occupants, property managers, and other relevant contacts. This policy explains what data we process and why.

2. Data we collect

We only collect personal data that is necessary for delivering our services, managing bookings, meeting legal duties, and maintaining accurate records. The types of data we may collect include:

Identity details such as name and title
Contact details such as phone number and email address
Service address and property access instructions
Booking information including appointment dates, service preferences, and notes relating to the cleaning task
Billing and payment information such as invoice records and transaction references
Communication records including emails, messages, and service-related correspondence
Complaint and feedback data where a customer submits a concern or review
Technical data if collected through digital systems, such as device or usage information used for security and service administration

We do not intentionally collect special category data unless it is strictly necessary and lawful to do so. Special category data may include information about health, religion, ethnicity, or other sensitive matters. Customers should not share unnecessary sensitive information unless it is relevant to the service and they choose to provide it.

3. How we use personal data

Cleaner Kensington uses personal data for the following purposes:

To receive and manage service enquiries
To schedule, confirm, and deliver cleaning services
To communicate about bookings, changes, cancellations, and updates
To issue invoices, process payments, and maintain accounts
To respond to complaints, claims, or service issues
To improve service quality and customer experience
To maintain records for operational, legal, and tax purposes
To protect against fraud, misuse, or security incidents

We process personal data only where we have a valid reason to do so and only to the extent needed for the relevant purpose.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of personal data processing. Cleaner Kensington relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, and handling payments or service changes.

Legal obligation

We process certain data where we must comply with legal duties, including tax, accounting, record-keeping, and regulatory obligations.

Legitimate interests

We may process data for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing operations, preventing fraud, improving service quality, maintaining internal records, and defending legal claims. Where we rely on legitimate interests, we consider the necessity of the processing and its impact on customers.

Consent

In limited circumstances, we may rely on your consent, especially where it is required by law. If we do, you have the right to withdraw consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process personal data on our instructions, or as independent controllers where they determine their own purposes. Examples of processors and service providers may include:

Payment processing providers
Accounting and bookkeeping services
Booking and scheduling software providers
IT and cloud storage providers
Customer communication platforms
Professional advisers such as legal or tax advisers

We require processors to handle personal data securely, use it only for authorised purposes, and implement appropriate technical and organisational measures. We do not sell personal data.

We may also share information where necessary to comply with the law, enforce our terms, protect our rights, or respond to lawful requests from public authorities. Where appropriate, we may disclose data to insurers, courts, or other relevant parties in connection with disputes or claims.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Booking and service records are generally kept for a period needed to manage the customer relationship and resolve any issues
Financial and tax records are retained for the period required by law
Complaint and correspondence records may be retained longer if needed to address disputes or demonstrate compliance
Marketing consent records, where applicable, are kept until consent is withdrawn or the record is no longer needed

When personal data is no longer needed, we securely delete, anonymise, or archive it in accordance with our retention procedures.

7. Security of personal data

We take appropriate measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data sharing. While we take reasonable steps to protect personal data, no system can be guaranteed completely secure.

8. International transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations or approved contractual protections. Any such transfer will be carried out in line with applicable data protection law.

9. Your rights

As a data subject, you have a number of rights under data protection law. Subject to legal limitations, you may have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Erase your data in certain circumstances
Restrict the processing of your data in certain situations
Object to processing based on legitimate interests or direct marketing
Data portability where processing is based on consent or contract and carried out by automated means
Withdraw consent at any time where consent is the lawful basis

You also have the right to be informed about how your data is used and to raise concerns where you believe your rights have been infringed. If you are unhappy with how your data has been handled, you may have the right to lodge a complaint with the relevant data protection authority.

10. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a household service and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of our commitments

Cleaner Kensington is committed to using personal data responsibly, transparently, and only when necessary. We collect only the information needed to provide cleaning services, we rely on valid lawful bases, we limit access to trusted processors, and we retain data only for as long as needed. We also respect your rights and will respond to valid requests in accordance with data protection law.

This Privacy Policy applies to all Cleaner Kensington customers in area.