Kennington Cleaners Privacy Policy

This Privacy Policy explains how Kennington Cleaners collects, uses, stores and protects personal data relating to customers in our service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our cleaning services, visiting our premises, or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Kennington Cleaners customers within our service area, including domestic and commercial clients, as well as individuals who make enquiries about our services. It covers personal data collected through face to face interactions, telephone or messaging services, written correspondence, and any online tools or platforms we may use to manage bookings or customer communication.

Data Controller

For the purposes of data protection law, Kennington Cleaners is the controller of the personal data described in this Privacy Policy. As controller, we decide what personal data we collect, how we use it, and how we ensure that it is handled lawfully and securely.

Personal Data We Collect

We collect and process different categories of personal data, depending on how you interact with us and the services you request. The types of data we may collect include the following.

Identification data. This may include your name, title and, where relevant, business or organisation name and role.

Contact details. This may include billing and service addresses, and other contact details you choose to provide so that we can communicate with you about bookings, access requirements and payments.

Service information. This may include details about your property or premises, such as access instructions, cleaning preferences, information about pets on the premises, and any special requirements that you tell us about.

Transactional data. This may include records of services provided, booking history, payment status, invoices and receipts, and related correspondence.

Financial data. We do not generally store full payment card details. Where payments are taken via a payment processor, that provider will process card or account details on our behalf. We may keep limited records such as payment confirmations, partial card identifiers or account references, to reconcile and evidence transactions.

Communication data. This includes messages and correspondence you send to us, notes of conversations with you, feedback, comments, and complaints, as well as information you provide in response to any surveys or requests for review.

Technical and usage data. If we use any digital tools to manage bookings or customer accounts, we may collect technical data such as device identifiers and log data. Any such collection will be limited to what is necessary for the functioning and security of those tools.

How We Collect Personal Data

We collect personal data directly from you when you contact us, request a quote, book a service, pay an invoice, provide feedback, or otherwise communicate with us. We may also receive personal data indirectly, for example when a landlord, property manager or business partner provides your details in order to arrange services at a property you occupy or manage. In such cases, we take reasonable steps to ensure you are informed about our use of your data.

Purposes and Lawful Bases for Processing

We only process personal data where we have a lawful basis to do so. Depending on the circumstances, we rely on the following legal grounds.

Performance of a contract. We process personal data to provide our cleaning services, manage bookings, deliver services at the agreed location and time, communicate with you about your bookings, and process payments and refunds.

Compliance with legal obligations. We process certain data in order to meet our legal and regulatory obligations, for example maintaining appropriate business records for tax and accounting purposes and responding to lawful requests from public authorities.

Legitimate interests. We process data to pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing and improving our services, handling customer queries and complaints, maintaining security, preventing fraud and misuse of our services, and keeping limited records of past customers for reference and potential future engagement.

Consent. Where required by law, we rely on your consent to process personal data, for example in relation to certain types of optional communications or the retention of particularly sensitive information you choose to share with us. You can withdraw consent at any time, although this will not affect processing that has already taken place.

How We Use Personal Data

We use the personal data we collect for the following purposes. To provide and manage cleaning services, including accepting and confirming bookings, arranging access, and tailoring services to your instructions. To communicate with you about appointments, changes, cancellations, billing and service updates. To issue invoices, process payments, manage accounts, and handle any related queries. To respond to your enquiries, feedback and complaints, and to resolve issues efficiently. To maintain accurate internal records of services provided, properties attended and customer history. To improve our services, including reviewing feedback and operational information. To ensure the safety and security of our staff and customers, including maintaining appropriate visit records and access notes.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as processors on our behalf. These may include providers of payment processing services, accounting or bookkeeping services, scheduling or booking tools, secure data storage and backup services, and information technology support. Where we use processors, we ensure that they are bound by written contracts requiring them to only process personal data in accordance with our instructions, to keep it secure, and to comply with applicable data protection laws.

In some circumstances we may also share data with other controllers where necessary, for example with professional advisers such as accountants or legal advisers, or where disclosure is required by law or by a public authority with appropriate powers.

International Transfers

If any of our service providers or systems involve the transfer of personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These may include using countries that have been recognised as providing an adequate level of protection, or entering into contracts that incorporate standard data protection clauses approved by relevant authorities.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements. In determining appropriate retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and applicable legal obligations.

Customer records, including contact details, service history and invoices, are generally retained for a period consistent with tax and accounting rules. Operational notes relating to specific bookings or properties are kept for as long as needed to manage current or reasonably anticipated future services, after which they are securely deleted or anonymised. If you ask us to stop providing services, we may retain limited information about you to comply with our legal obligations and to demonstrate our service history, but will not keep data for longer than is reasonably necessary.

Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration and destruction. These measures include restricting access to personal data to staff and processors who need it for their work, using secure systems and storage methods where appropriate, and providing staff with guidance on handling personal data responsibly. Although no method of transmission or storage is completely secure, we strive to protect your information and to review our safeguards regularly.

Your Data Protection Rights

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

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how and why it is used.

Right to rectification. You can ask us to correct inaccurate personal data and to complete incomplete information.

Right to erasure. In some circumstances, you can 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 may ask us to restrict the processing of your personal data in certain situations, such as while we are reviewing a request you have made about its accuracy or lawfulness.

Right to object. You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may be entitled to receive the personal data you provided in a structured, commonly used and machine readable format, and to request that it is transmitted to another controller where technically feasible.

You can exercise these rights by contacting us using the details available through our usual communication channels. We may need to verify your identity before responding to your request, and we will respond within the timeframes required by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority or with the authority in the country where you live or work, if different.

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 protection practices. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.