Deep Cleaning Kensington Privacy Policy
This Privacy Policy explains how Deep Cleaning Kensington collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Deep Cleaning Kensington customers and service users in our operating area, including individuals who contact us for quotes, make bookings, or otherwise interact with our cleaning services.
We are committed to processing your personal data lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who this policy applies to
This Privacy Policy applies to:
All private customers using Deep Cleaning Kensington services in our service area.
All business customers who engage us to provide cleaning services.
Any individual who contacts us for information, a quotation, or to make a booking, whether by phone, online form, or other means.
By using our services or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identity and contact details: name, address of the property to be cleaned, billing address, correspondence address, and any contact information you choose to provide such as general contact details.
Service details: information about the property or premises to be cleaned, access instructions, service preferences, dates and times of visits, and records of services provided.
Communication records: details of enquiries, quotations, bookings, complaints, feedback and any other communications you have with us.
Payment and transaction information: details of payments made to us, payment method used and associated billing information. We do not store full payment card details; where electronic payments are made via a third party payment processor, only limited data is processed by us as necessary for accounting and reconciliation.
Technical and usage data: if you visit our website, we may collect information such as IP address, device information, and basic usage data such as pages viewed and time spent on the site, typically via cookies or similar technologies.
How we collect your data
We collect personal data directly from you when you:
Request a quotation or make an enquiry.
Book a cleaning service or amend an existing booking.
Communicate with us by phone, online form, or other communication channel.
Provide feedback, reviews or participate in surveys about our services.
We may also receive basic contact and booking details from third party platforms or partners where you have chosen to book our services through them. In such cases, those third parties are responsible for providing you with their own privacy information.
Lawful bases for processing
We process your personal data only where we have a lawful basis under UK GDPR. Depending on the context, our lawful bases may include:
Performance of a contract: to take steps at your request before entering into a contract, and to perform our contract with you once you have booked our services. This includes handling enquiries, providing quotations, making and managing bookings, delivering cleaning services, arranging access, and processing payments.
Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include responding to general enquiries, improving our services, managing our business operations, and keeping basic records of work performed for reference and quality purposes.
Legal obligation: to comply with legal requirements such as maintaining appropriate accounting and tax records and responding to lawful requests from regulatory or public authorities.
Consent: in limited cases, we may rely on your consent, for example if you ask us to keep your details on file for future quotations or communications where this is not strictly necessary for a contract or our legitimate interests. Where we rely on consent, you can withdraw it at any time by contacting us.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide our cleaning services: including scheduling and carrying out appointments, managing keys or access codes where applicable, and tailoring the service to your requirements.
To manage our relationship with you: including confirming bookings, rescheduling services, responding to your enquiries, handling complaints, and processing payments and refunds.
To operate and improve our business: including internal administration, record keeping, staff training, quality control, service planning, and analysis of how customers use our services.
To comply with legal and regulatory obligations: including financial reporting, tax obligations and responding to lawful information requests.
To protect our rights: including preventing and detecting fraud or misuse of our services and establishing, exercising or defending legal claims.
Data sharing and processors
We do not sell your personal data. We may share your data only where necessary and in accordance with data protection law. This may include sharing with:
Service providers acting as data processors: for example, companies that provide booking or scheduling software, payment processing services, secure data storage, website hosting, or business administration tools. These providers are contractually required to process your data only in accordance with our instructions and to keep it secure.
Professional advisers: such as accountants or legal advisers, where necessary for the operation of our business and compliance with our legal obligations.
Public authorities or law enforcement bodies: where we are legally required to do so or where this is necessary to protect our rights or the rights of others.
Where any data is transferred outside the United Kingdom or European Economic Area by our processors, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms required under data protection law.
Data retention
We keep personal data only for as long as is necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.
In general, we apply the following retention practices:
Customer and booking records: retained for the duration of our relationship with you and for a reasonable period afterwards, typically up to six years, to enable us to respond to queries about past work, manage any disputes, and comply with tax and accounting obligations.
Enquiry records where no booking is made: retained for a shorter period, generally up to two years, unless you request earlier deletion or ongoing contact is reasonably expected.
Financial and transaction records: retained for periods required by tax and company law, which may be up to six years from the end of the relevant financial year.
Technical and usage data: retained for a limited period necessary for security, analysis and website management purposes, after which it is deleted or anonymised.
When data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and contractors who need it to perform their duties, using secure systems and reasonable safeguards for electronic records, and providing staff with guidance on handling personal data responsibly.
While we use reasonable efforts to protect your personal data, no system can be guaranteed to be completely secure. You are responsible for taking appropriate precautions when communicating with us and for keeping any access codes or keys that relate to our services safe.
Your data protection rights
Under UK data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you have the right to request confirmation that we process your personal data and to receive a copy of the data we hold about you, together with certain information about how we use it.
Right to rectification: you have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you have the right to 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 withdraw consent and there is no other legal basis for processing.
Right to restriction: you have the right to request that we restrict the processing of your data in certain situations, for example while we verify the accuracy of your data or consider an objection you have raised.
Right to object: you may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests or we need to continue processing for legal claims.
Right to data portability: in limited circumstances, you may request that we provide your personal data in a structured, commonly used and machine readable format and transmit it to another controller where this is technically feasible.
Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent is withdrawn.
How to exercise your rights or raise concerns
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or in your service documentation. We may need to verify your identity before responding to a request.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the supervisory authority. In the United Kingdom, this is the Information Commissioner Office.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. When we make significant changes, we will take reasonable steps to inform you, such as by updating the policy on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all Deep Cleaning Kensington customers and prospective customers in our service area and is effective from the date of publication until superseded by an updated version.
