Privacy Policy - Nottinghill Cleaners

This Privacy Policy explains how Nottinghill Cleaners collects, uses, stores, shares, and protects personal data in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Nottinghill Cleaners customers in area, including individuals who request, receive, or enquire about our cleaning services. By using our services, you acknowledge that your personal data may be processed as described in this policy.

1. Who We Are

Nottinghill Cleaners is a service provider that processes personal information to arrange, deliver, manage, and improve cleaning services for customers. We act as a data controller in relation to the personal data we collect and determine the purposes and means of processing. In some cases, we may also use third-party organisations that process data on our behalf as data processors.

2. Information We Collect

We collect only the personal data necessary for legitimate business and service-related purposes. The type of data we collect may include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information including cleaning preferences, property access instructions, booking dates, service notes, and customer requests.
Payment and billing information such as transaction records and invoice details.
Communication records including emails, phone notes, complaints, feedback, and service queries.
Technical data where applicable, such as basic website or device information used to improve the functionality and security of our systems.

We do not intentionally collect sensitive personal data unless it is required for a specific service, requested by you, or necessary for a lawful reason. Where such data is processed, we apply additional safeguards.

3. How We Collect Your Data

We may collect personal data directly from you when you:

make an enquiry or request a quotation;
book or use a cleaning service;
communicate with us by phone, email, text, or in writing;
submit feedback, complaints, or service instructions;
make a payment or request an invoice.

We may also receive data from third parties where appropriate, such as payment providers, referral partners, or property managers acting on your behalf. If we receive your data from another source, we will ensure it is used only for lawful and relevant purposes.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis to do so. Depending on the context, the lawful bases we rely on include:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, processing payments, and handling service-related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving services, maintaining records, preventing fraud, handling enquiries, and ensuring the security of our operations.

Legal Obligation

We may process personal data when required to comply with legal duties, such as tax, accounting, insurance, or record-keeping obligations.

Consent

Where required, we will rely on your consent, for example for certain forms of optional communication or specific processing activities. You may withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

5. How We Use Your Information

Your personal data is used for the following purposes:

to provide and manage cleaning services;
to confirm bookings and schedule appointments;
to communicate service updates and respond to queries;
to issue invoices and process payments;
to keep internal service and financial records;
to handle complaints, disputes, and customer support;
to improve service quality, reliability, and customer experience;
to comply with legal, regulatory, and tax requirements;
to protect our business, staff, customers, and property from misuse or unlawful activity.

We will only use your data for purposes that are compatible with the reason it was collected. If we need to use your data for a new purpose, we will make sure there is a valid legal basis first.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or compliance. These parties act as processors or independent controllers depending on the circumstances. Processors may include:

payment processing providers;
accounting and bookkeeping services;
IT, cloud storage, and software support providers;
administrative or customer management systems;
professional advisers such as insurers, legal advisers, or auditors;
public authorities or regulators where disclosure is legally required.

When a processor handles personal data on our behalf, they are required to act only on our instructions, keep the data secure, and use appropriate technical and organisational measures. We do not sell personal data.

7. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We remain committed to keeping data safe regardless of where it is processed.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

In general:

customer service records are kept for a reasonable period after the service ends;
financial and transaction records are retained for the period required by law;
communication records are kept while they remain relevant to service administration or dispute resolution;
data no longer needed is securely deleted, anonymised, or archived in a restricted form.

Where data is no longer required, we take steps to dispose of it securely and responsibly. We do not keep personal data indefinitely.

9. Data Security

We use appropriate organisational and technical measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risks wherever possible.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these rights may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your personal data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in specific situations.
Right to data portability – to receive some data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to complexity or volume of requests.

11. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects. If this changes, we will inform you and explain your rights.

12. Children’s Data

Our services are intended for adult customers or those authorised to act on behalf of a property or household. We do not knowingly collect children’s personal data unless it is incidentally provided in the context of a service request and there is a lawful basis for processing it. If we become aware that we have collected information unlawfully, we will take appropriate steps to delete or anonymise it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any revisions will take effect when published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

14. Summary of Our Commitment

At Nottinghill Cleaners, we are committed to handling personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear and legitimate purposes, retain it only as long as necessary, and protect it with appropriate safeguards. We respect your rights and strive to process all personal information in a way that is responsible, secure, and proportionate.

Effective for all Nottinghill Cleaners customers in area.