Notting Hill Cleaners Privacy Policy

This Privacy Policy explains how Notting Hill Cleaners collects, uses and protects the personal data of its customers and prospective customers. It applies to all individuals who use or request our cleaning services within the Notting Hill area and surrounding neighbourhoods, whether you contact us online, by phone, or in person.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Data Controller

Notting Hill Cleaners is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you engage with us for cleaning services or related enquiries.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you interact with us as a customer or prospective customer:

Identification and contact details, such as your name, home or business address, billing address, and preferred contact details. Service details, such as the type of cleaning service requested, the property type and size, access instructions, special cleaning requirements, preferred dates and times, and frequency of service. Communication records, such as enquiries, quotes, feedback, complaints, and any correspondence you send us or that we send to you about our services. Booking and transaction data, such as booking confirmations, service history, and information necessary to manage your account and appointments. Limited payment information, such as confirmation that a payment was made and the amount paid. Full card details are processed by our chosen payment service providers and are not stored by us. Technical and usage information, when you visit our website, such as basic analytics data about pages viewed, the date and time of visits and general device information, to help us improve our services.

We only collect the information that is necessary for the purposes described in this Privacy Policy.

Lawful Basis for Processing

We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide cleaning services, confirm bookings, send invoices and manage payments. Legal obligation. We process some information where we are required to do so by law, such as for accounting, tax and other regulatory requirements. Legitimate interests. We process certain data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include improving our services, managing our relationship with you, handling customer queries and protecting our business from fraud or misuse. Consent. In limited circumstances, we may rely on your consent, for example where you choose to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our cleaning services, including handling enquiries, issuing quotes, arranging visits, performing cleaning, and following up on work completed. To manage bookings and customer relationships, including confirming appointments, sending reminders, rescheduling, and maintaining a record of your service history and preferences. To process payments and accounting records, including issuing invoices, recording payments and maintaining accurate financial records for our legitimate business purposes and to meet legal obligations. To communicate with you, including responding to your requests, queries or complaints, and keeping you informed about important changes to our services or policies. To improve and develop our services, including analysing service usage, feedback and website interactions to enhance the quality and efficiency of our operations. To protect our staff, customers and business, including verifying addresses and booking details to prevent misuse or fraudulent activity, and keeping appropriate records of visits for safety and security.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to comply with our legal and regulatory obligations.

Customer and booking records are generally retained for a period that allows us to manage ongoing services, deal with enquiries about past work, and comply with financial and tax record-keeping requirements. Communication records and service history are kept for a period that enables us to handle any follow-up queries, improvement of our services and resolution of potential disputes. Where we rely on consent for certain processing, we will retain data only for as long as that consent remains valid or until you withdraw it.

When personal data is no longer needed, it will be securely deleted or anonymised so that it can no longer be used to identify you.

Data Sharing and Processors

We never sell your personal data. However, we may share your data with trusted third parties who act as data processors on our behalf, or as independent controllers where required.

We may share personal data with service providers who help us operate our business, such as payment service providers, accountancy support, information technology and hosting providers, and software tools used for scheduling and customer management. These processors may only process your personal data on our documented instructions, must keep it secure, and are not permitted to use it for their own purposes.

In some cases, we may also need to share personal data with professional advisers, such as auditors or legal advisers, or with public authorities if we are required to do so by law or in order to protect our rights, property or safety, or that of our staff or customers.

Where personal data is processed outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, in accordance with data protection law.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and processors who need it to perform their duties, using secure systems and taking reasonable steps to maintain the confidentiality and integrity of our records.

While we strive to protect your personal data, no system can be guaranteed to be completely secure. We regularly review our procedures to reduce risks and respond appropriately to any suspected incidents.

Your Data Protection Rights

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

Access your personal data and obtain a copy of the information we hold about you. Request correction of any inaccurate or incomplete personal data. Request erasure of your personal data where there is no good reason for us to continue processing it, sometimes referred to as the right to be forgotten. Request restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy or our reasons for processing it. Object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests, or where we process your data for direct marketing. Request the transfer of your personal data to you or to another organisation in a structured, commonly used and machine-readable format, where the legal basis for processing is consent or contract and the processing is carried out by automated means. Withdraw consent where we rely on consent to process your personal data. Withdrawal of consent will not affect the lawfulness of processing based on consent before it was withdrawn.

If you wish to exercise any of these rights, please contact us using the usual communication channels you use to arrange services with Notting Hill Cleaners. We may need to verify your identity before acting on your request.

Customers Covered by This Policy

This Privacy Policy applies to all customers and prospective customers of Notting Hill Cleaners located in the Notting Hill area and nearby neighbourhoods that we serve. By engaging with us to request, book or receive cleaning services within this area, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our practices or applicable laws. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.