Deep Cleaning Westminster Privacy Policy

This Privacy Policy explains how Deep Cleaning Westminster collects, uses, discloses, and protects personal data relating to customers and prospective customers in the Westminster area. It is intended to comply with the United Kingdom General Data Protection Regulation and all applicable data protection laws. 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 Deep Cleaning Westminster customers and prospective customers located in the Westminster area who engage with our services, whether by making an enquiry, requesting a quote, booking a service, or otherwise interacting with us offline or online. It covers personal data processed in connection with domestic and commercial cleaning services.

Data Controller

Deep Cleaning Westminster is the data controller responsible for determining the purposes and means of processing your personal data. Where we use third party service providers to process data on our behalf, those parties act as data processors under our instructions.

Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us:

Contact and identification data, such as your full name, postal address, property access details, and any contact preferences you communicate to us.

Communication data, including information you provide when you contact us by phone, in writing, or through other channels, such as enquiries, complaints, feedback, and service instructions.

Service and booking data, such as service type, dates and times of appointments, property type and size, special cleaning requirements, and notes relevant to the performance of the cleaning service.

Payment and transaction data, including the amount charged, payment method, billing address, and confirmation that a payment has been made. We do not store full payment card details where payments are processed via secure third party payment providers.

Technical and usage data, where applicable, such as information related to how you use any online forms or digital tools we may provide, including date and time of interactions, device type, and basic analytics information. This information is generally collected to improve our services and communication.

Recruitment data, relevant only when you apply for a role with us, such as your curriculum vitae details, work history, and references. This Privacy Policy focuses on customers, but some sections may also apply to job applicants where appropriate.

Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract: We process personal data to enter into and perform a contract with you, such as arranging and delivering cleaning services, managing bookings, issuing invoices, and handling related communications.

Legal obligation: We process certain data where necessary to comply with legal obligations, such as record keeping for tax or accounting purposes or responding to lawful requests from public authorities.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and interests. This may include improving our services, managing our relationship with customers, handling customer service enquiries, and safeguarding property and staff.

Consent: In limited circumstances, we may rely on your consent, for example, where we wish to send direct marketing communications that are not covered by legitimate interests. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

How We Use Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning services, including processing enquiries, generating quotations, confirming bookings, and tailoring services to your property and instructions.

To communicate with you about your bookings, including confirmations, reminders, rescheduling, and follow up communications regarding completed services.

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

To handle customer support, complaints, and feedback, including investigating issues, responding to concerns, and improving our service quality.

To maintain business operations and security, such as managing staff schedules, ensuring staff safety, and safeguarding customer properties.

To comply with legal obligations and exercise or defend legal claims where necessary.

Data Sharing and Processors

We may share your personal data with carefully selected third parties, solely to the extent necessary for the purposes described in this Privacy Policy:

Service providers and processors who act on our instructions, such as payment processing providers, accounting support, scheduling or booking software providers, and information technology support. These parties are contractually required to keep your data confidential and to process it only on our documented instructions.

Professional advisers, such as accountants, auditors, or legal professionals, where necessary for legitimate business and legal purposes.

Public authorities and regulators, where we are legally required to disclose information, or where disclosure is necessary to protect our rights or the rights of others.

We do not sell or rent your personal data to third parties. Any sharing with processors is subject to appropriate data processing agreements and safeguards.

International Transfers

Where our service providers process personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised by data protection law, to protect your rights and data.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and in accordance with legal, accounting, or reporting requirements.

Customer and service records are generally retained for a period that allows us to manage ongoing relationships, handle queries, and meet tax and accounting obligations. After this period, data is securely deleted or anonymised so that it can no longer be associated with you.

Where we rely on your consent for specific processing, we will keep related data until you withdraw your consent or until the purpose for which the consent was obtained has been fulfilled, whichever occurs first, subject to any legal obligations to retain certain records for longer.

Data Security

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to staff and processors who need it to perform their duties and ensuring that such persons are subject to confidentiality obligations.

While we take reasonable steps to safeguard your information, no method of transmission or storage can be guaranteed to be completely secure. We continuously review and enhance our security measures in line with best practice and legal requirements.

Your Data Protection Rights

As a data subject, you have a number of rights under data protection law, subject to certain conditions and exemptions:

Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how we use it.

Right to rectification: You have the right to request correction of inaccurate or incomplete personal data that we hold about you.

Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent and no other lawful basis applies.

Right to restriction of processing: You may request that we restrict the processing of your personal data in specific situations, for example while we verify the accuracy of the data or consider an objection you have raised.

Right to object: You have the right to object to certain processing based on our legitimate interests, including direct marketing. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where processing is required for legal claims.

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 in a structured, commonly used, machine readable format and, where technically feasible, to transmit it to another controller.

Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Making a Request or Complaint

If you wish to exercise any of your data protection rights or raise a concern about how we handle your personal data, you can contact us using the details provided on our main customer communications or through our usual contact channels. We will respond to your request in accordance with applicable data protection laws.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can seek to resolve any issues directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.