Privacy Policy

St John's Wood Cleaner Privacy Policy

This Privacy Policy explains how St John's Wood Cleaner collects, uses, stores, and protects personal data of customers in the St John's Wood area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all existing and prospective customers who use our cleaning services in the St John's Wood area, regardless of how you contact us or book our services.

Who We Are and Scope of This Policy

St John's Wood Cleaner is a cleaning service provider operating in the St John's Wood area. In relation to the personal data of our customers, we act as a data controller. This means we determine the purposes and means of processing your personal data. This Privacy Policy covers all personal data that we collect in connection with enquiries, bookings, service delivery, and follow-up communications with customers in our service area.

What Personal Data We Collect

We collect and process only the personal data that is necessary to provide and manage our cleaning services. The types of data we may collect include:

Contact and identification details: name, address, property access information where needed for the service, and basic contact preferences.

Communication data: information you provide when you contact us by any means, including the content of your messages, your questions, feedback, or complaints, as well as notes related to calls or conversations about your bookings.

Booking and service information: dates and times of appointments, type of cleaning service requested, instructions regarding your property, and records of services provided.

Payment-related information: details necessary to process payments and manage invoices and receipts. We do not store full payment card details if payments are processed via third-party payment providers; however, we may retain partial transaction identifiers and billing information for accounting and record-keeping.

Technical and usage information: when you visit our website or use online forms, we may collect technical data such as IP address, device type, browser type, and general usage data to maintain and improve our online services. Any such data is generally processed in aggregated or pseudonymised form where possible.

Lawful Bases for Processing Your Data

We rely on the following lawful bases under data protection law for processing your personal data:

Performance of a contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or we provide cleaning services at your property.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer queries, ensuring the security of our staff and customers, and keeping basic records of past services.

Legal obligations: We process certain data when required to comply with legal obligations, including tax, accounting, and record-keeping requirements, as well as responding to lawful requests from regulatory authorities.

Consent: In some cases, we may rely on your consent, for example for certain forms of direct marketing or for optional communications not necessary for the performance of our contract. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries, provide quotes, confirm appointments, and manage bookings.

To deliver cleaning services at your property according to your instructions and preferences.

To communicate with you about your bookings, service updates, changes to our terms, and matters relating to your account or service.

To process payments, issue invoices and receipts, and maintain accounting records.

To manage customer relationships, handle complaints, and resolve disputes.

To maintain the safety and security of our staff and customers, including verifying service locations and contact details.

To improve our services, internal processes, and customer experience, including through analysis of aggregated data and feedback.

Data Sharing and Use of Processors

We do not sell your personal data. We may, however, share your data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your data according to our documented instructions and must provide appropriate security measures.

Categories of processors and third parties may include:

Payment and financial service providers who process payments and assist with invoicing and accounting.

IT and hosting providers who host our systems, website, and data storage solutions.

Customer management and communication service providers who help us manage bookings, reminders, and customer communications.

Professional advisors such as accountants or legal professionals where necessary for compliance, financial reporting, or the management of legal claims.

We may also disclose personal data where required to comply with legal obligations, enforce our contractual rights, or protect the rights, property, or safety of our customers, staff, or others.

International Data Transfers

If we use service providers located outside the United Kingdom or the European Economic Area, and this involves the transfer of your personal data, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses approved by relevant authorities or relying on an adequacy decision where applicable, so that your personal data receives a level of protection essentially equivalent to that in the UK.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, we retain:

Basic customer and booking information for as long as you remain an active customer and for a period afterwards to handle potential queries or disputes.

Accounting and transaction records for the period required by tax and accounting laws.

Communication records for a reasonable period to manage our relationship with you and to keep a record of previous interactions.

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

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and staff training on data protection obligations. While we implement safeguards to protect your information, no system can be guaranteed to be completely secure, and you should take care when sharing personal data with us.

Your Rights Under Data Protection Law

Under the UK General Data Protection Regulation and related laws, you have a number of rights in relation to your personal data. These rights apply to all St John's Wood Cleaner customers in our service area, subject to any legal limitations or exemptions.

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, along with certain information about how it is used.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction of processing: You may request that we restrict the processing of your data in certain situations, such as while we verify its accuracy or assess an objection you have raised.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the legal basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, or the processing is required for legal claims.

Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and 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 your withdrawal.

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.

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. The updated version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we handle your personal data.