Richmond upon Thames Cleaner Privacy Policy

This Privacy Policy explains how Richmond upon Thames Cleaner collects, uses, stores, and protects personal data relating to customers and prospective customers in the Richmond upon Thames area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Richmond upon Thames Cleaner customers and users of our services in the Richmond upon Thames area, including individuals booking one-off or regular cleaning services and those making enquiries about our services.

Who We Are and Scope of This Policy

Richmond upon Thames Cleaner is a cleaning service operating in the Richmond upon Thames area. In relation to the personal data we collect, we act as a data controller. This means we determine the purposes and means of processing your personal data.

By using our services, contacting us, or providing your personal data, you acknowledge that you have read and understood this Privacy Policy. We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. The latest version will apply to all processing of your personal data.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, postal address, service address, and general location within the Richmond upon Thames area.

Contact and communication details, such as your preferred contact method and records of communications with us, including enquiries, complaints, and feedback.

Service and booking information, such as details of cleaning services requested, frequency of visits, access instructions for your property where applicable, and information necessary to carry out the services safely and effectively.

Billing and payment information, such as invoice details and payment history. We do not store full payment card details when payments are processed through secure payment providers.

Technical and usage information where applicable, such as limited information about how you use our website or online booking tools, including date and time of visits and basic device information.

Any other information you voluntarily provide to us when communicating with us, for example specific instructions, preferences, or additional contact persons.

How We Collect Your Data

We collect personal data from you directly when you contact us to request a quote, make a booking, manage your appointments, or communicate with us by phone or other communication channels.

We may collect data through our website or online forms when you submit an enquiry or booking request, and from our day-to-day interaction with you when our staff or contractors provide cleaning services at your property.

We may also receive personal data from third parties where this is necessary to provide our services, for example from a landlord, letting agent, or another person arranging cleaning services on your behalf. In such cases we will treat this information in accordance with this Privacy Policy.

Lawful Basis for Processing Your Data

We process your personal data only where we have a lawful basis under the UK GDPR and applicable data protection laws. Depending on the circumstances, the lawful basis for processing may include:

Performance of a contract. We process your data where it is necessary to enter into and perform a contract for cleaning services with you, including taking steps at your request before entering into a contract, confirming bookings, providing the services, and managing payments.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our relationship with you, responding to your enquiries, improving our services, and ensuring the security of our operations.

Legal obligations. We may process your data where necessary to comply with legal obligations, for example maintaining accounting records, responding to lawful requests from authorities, and complying with health and safety requirements.

Consent. In limited cases, we may rely on your consent, for example where required for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data to provide and manage cleaning services you have requested in the Richmond upon Thames area, including creating bookings, planning visits, and carrying out cleaning work at your property.

We use your contact and communication details to respond to enquiries, provide customer support, confirm or reschedule appointments, send service-related messages, and handle feedback or complaints.

We use billing and payment information to issue invoices, process payments through secure payment providers, keep financial records, and handle any billing queries.

We may use your information to improve our services and operations, including reviewing internal processes, training our staff and contractors, and monitoring service quality.

Where permitted by law and subject to your rights, we may use your contact details to provide you with information about our services that may be of interest to you. You can opt out of marketing communications at any time.

Data Sharing and Processors

We may share your personal data with carefully selected third parties who help us provide our services. These third parties act as data processors on our behalf and are only permitted to process your data in accordance with our instructions and applicable data protection laws.

Typical categories of processors may include providers of secure payment processing, accounting and invoicing services, information technology and hosting services, and communication tools used to manage bookings and customer contact.

We may also share relevant information with individual cleaners, staff, or contractors who provide services on our behalf so they can attend your property and carry out the work safely and effectively. These individuals are required to handle your data in accordance with our instructions and confidentiality obligations.

We do not sell your personal data. We will only disclose your data to third parties where necessary for the purposes described in this Privacy Policy, where required by law, or where you have specifically consented to such disclosure.

International Data Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that may have different data protection standards. In such cases we will take appropriate safeguards to protect your personal data, such as using standard contractual clauses or ensuring the recipient is subject to an adequacy decision or equivalent protections under applicable law.

Data Retention

We retain your 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.

Information related to bookings and services provided is generally kept for a period that allows us to manage our relationship with you, handle any complaints or disputes, and comply with our legal obligations. Financial records, including invoices and related documents, are retained for the period required by applicable tax and accounting laws.

When we no longer need your personal data, we will securely delete or anonymise it so that it can no longer be associated with you.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, and staff training on data protection responsibilities.

While we strive to protect your personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we commit to taking reasonable steps to safeguard your information in accordance with applicable laws.

Your Data Protection Rights

Under the UK GDPR and related laws, you have a number of rights in relation to your personal data. These rights apply to all Richmond upon Thames Cleaner customers in the Richmond upon Thames area, subject to certain conditions and legal limitations.

Right of access. You have the right to request confirmation as to whether we process your personal data and, where we do, to request a copy of that data and certain information about how we process it.

Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data. This right is not absolute and may not apply where we need to retain data for legal or contractual reasons.

Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object to direct marketing.

Right to data portability. In certain cases, you may have the right to receive the personal data you have provided to us in a structured, commonly used, machine-readable format and to have it transmitted to another controller where this is technically feasible.

Right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.

Contact and Further Information

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact methods made available through our usual customer communication channels.

This Privacy Policy is intended to provide clear and accessible information about how we process personal data of all Richmond upon Thames Cleaner customers in the Richmond upon Thames area. We encourage you to review it periodically for any updates or changes.