Hampstead Cleaners Privacy Policy
This Privacy Policy explains how Hampstead Cleaners collects, uses, stores and protects your personal data when you use our cleaning services or otherwise interact with us. It applies to all Hampstead Cleaners customers and prospective customers within our service area, as well as visitors who contact us to enquire about our services.
We are committed to safeguarding 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
Hampstead Cleaners is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection legislation.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:
Identity data, such as your name, title and any organisation name if you book on behalf of a business.
Contact data, such as your billing address, service address, and any other address you provide to us in connection with the services, as well as your preferred contact details that you choose to share with us.
Service data, such as details of the cleaning services you request or receive, property access instructions you choose to provide, preferred dates and times, and any special requirements or notes relevant to the service.
Transaction and billing data, such as information about the services you have purchased from us, prices, payment status and method of payment. We do not store full card details where payments are processed through secure payment processors.
Communication data, such as records of your correspondence with us, including enquiries, complaints, feedback or other communications by any channel you choose to use.
Technical and usage data, where relevant, such as information related to how you use any online forms or digital tools we provide, including date and time of enquiries and basic diagnostic or security data generated when you interact with our online services.
We only collect personal data that is necessary for the purposes described in this Privacy Policy and we take steps to ensure it is kept accurate and up to date.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quote, make a booking, use our services, complete forms, provide feedback, or otherwise communicate with us.
We may also receive personal data about you from third parties acting on your behalf, for example if a relative, landlord, tenant, property manager or employer books a service for you and provides your details for that purpose. In such cases we rely on them to have your permission or another lawful basis to share that information with us.
Purposes and Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so. The purposes for which we use your personal data and the corresponding lawful bases include:
To provide our cleaning services to you, including processing bookings, managing appointments, allocating staff, accessing the property as instructed, and delivering the requested services. The lawful basis is performance of a contract or taking steps at your request prior to entering into a contract.
To handle payments, invoicing and accounting, including issuing invoices, processing payments through secure payment processors, and maintaining financial records. The lawful basis is performance of a contract and our legitimate interests in managing our business and complying with financial obligations.
To communicate with you about your bookings, changes to services, confirmations, reminders, queries or complaints. The lawful basis is performance of a contract and our legitimate interests in ensuring efficient customer service and service delivery.
To manage our relationship with you, including asking for feedback, responding to your enquiries, and notifying you of important changes to our terms or policies. The lawful basis is performance of a contract, compliance with legal obligations and our legitimate interests in maintaining good customer relations.
To comply with legal and regulatory requirements, including tax, accounting and health and safety obligations, and to respond to lawful requests from public authorities. The lawful basis is compliance with a legal obligation.
To protect our rights, property and safety, and those of our staff, customers and others, including the prevention and detection of fraud or misuse of our services. The lawful basis is our legitimate interests in protecting our business and users, and where applicable the establishment, exercise or defence of legal claims.
We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law permits this.
Data Sharing and Processors
We may share your personal data with third parties where this is necessary for the purposes described above, where required by law, or where we have your consent.
We use trusted third party service providers who act as data processors on our behalf. These may include providers of secure payment processing, accounting or bookkeeping support, cloud storage or customer management systems, and providers of information technology and security services. These processors are only permitted to process your personal data in accordance with our instructions, for specified purposes, and are required to implement appropriate technical and organisational measures to protect your data.
We may also share personal data with professional advisers such as accountants, auditors, or legal advisers where this is necessary for the services they provide to us and to comply with our legal obligations.
In certain circumstances we may be legally obliged to disclose personal data to law enforcement agencies, courts, regulators or other public authorities. Where permitted, we will take reasonable steps to inform you of such requests.
We do not sell your personal data to third parties.
International Data Transfers
Where our use of cloud services or technology providers involves the transfer of personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses approved by relevant authorities, so that your data is afforded a level of protection essentially equivalent to that in the UK and EEA.
Data Retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, including to provide our services, maintain business and financial records, resolve disputes, and comply with legal, regulatory and tax requirements.
In determining appropriate retention periods, we take into account the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing, and applicable legal retention periods. When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with you.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
The right of access: you can request confirmation that we process your personal data and obtain a copy of the data we hold about you, together with certain information about how we use it.
The right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.
The right to erasure: in certain circumstances you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
The right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or where you object to our processing and we are considering your objection.
The right to data portability: in certain circumstances you can request that we provide your personal data to you or to another controller in a structured, commonly used and machine readable format.
The right to object: you can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, and we will stop processing unless we can demonstrate compelling legitimate grounds or the processing is for the establishment, exercise or defence of legal claims.
The right not to be subject to decisions based solely on automated processing, including profiling, where such decisions have legal or similarly significant effects. Hampstead Cleaners does not currently carry out such automated decision making in relation to customers.
You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law. In the United Kingdom, this is the Information Commissioner's Office.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and service providers who have a legitimate need to know, using secure systems and tools, and providing training to our staff on data protection and confidentiality obligations.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. The 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 handle your personal data.
