Privacy Policy
South Kensington Cleaners Privacy Policy
This Privacy Policy explains how South Kensington Cleaners collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws.
By using our cleaning services, requesting a quote, visiting our website, or otherwise engaging with South Kensington Cleaners, you acknowledge that you have read and understood this Privacy Policy.
Scope and data controller
This Privacy Policy applies to all customers and prospective customers of South Kensington Cleaners located within our service area, including individuals, households, landlords, letting agents and business clients who engage or consider engaging our services.
South Kensington Cleaners is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with data protection law.
Personal data we collect
We collect and process different categories of personal data, depending on how you interact with us. This includes:
Identification and contact data: name, title, postal address, property access details where relevant, and general location data necessary to provide cleaning services.
Communication data: information contained in enquiries, quotes, booking requests, feedback, complaints, and other communications you send to us, including by phone, online forms or in writing.
Service and contract data: records of the cleaning services you request or receive, dates and times of bookings, service notes, special instructions, and details of your service preferences.
Billing and payment data: billing address, information relating to invoices, payment status and transaction history. We do not store full payment card details. Where electronic payments are used, these are processed by third-party payment providers who act as data processors on our behalf or as independent controllers.
Technical and usage data: when you visit our website, we may collect technical information such as IP address, browser type, device identifiers and information about how you interact with our site. This may involve the use of cookies or similar technologies where legally permitted.
Voluntary data: any other information you voluntarily provide to us, for example when leaving a review, participating in a survey or providing additional instructions to our cleaning teams.
Lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, this may include:
Contract: to take steps at your request before entering into a contract and to perform a contract for cleaning or related services. This includes handling enquiries, providing quotes, managing bookings, delivering services and communicating with you about those services.
Legal obligation: to comply with obligations under tax, accounting, health and safety, and other applicable laws, including maintaining appropriate business records.
Legitimate interests: 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 support, preventing fraud, securing our systems and premises, and keeping basic records of past customers for sensible business purposes.
Consent: in limited circumstances where required by law, such as for certain types of optional marketing communications or where cookies are used on our website. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing that took place before withdrawal.
How we use your personal data
We use your personal data for the following purposes:
To respond to your enquiries and requests for quotes or information.
To create and manage your customer account or service file.
To schedule, deliver and manage cleaning services at your property or premises.
To handle billing, invoicing, payments and any related queries or disputes.
To communicate with you about service updates, booking confirmations, reminders, and changes to our terms or policies.
To improve our services, including using feedback and service history to enhance quality and customer experience.
To maintain accurate records for tax, accounting and regulatory compliance.
To protect our rights, property and safety, and that of our staff, customers and others, including preventing and detecting fraud or misuse of our services.
Data sharing and processors
We do not sell your personal data. We may share your data with carefully selected third parties where necessary and lawful, including:
Service providers and processors: companies that provide services to us such as payment processing, customer relationship management, IT support, data hosting, secure document storage and communication tools. These providers act as data processors and only process your personal data on our documented instructions, subject to appropriate contractual safeguards.
Professional advisers: accountants, auditors, legal advisers and other professionals who require access to certain data for the provision of their services and who are bound by duties of confidentiality.
Authorities and regulators: governmental, regulatory or law enforcement authorities where required by law or where necessary to establish, exercise or defend legal claims.
Business transfers: in the event of a proposed or actual merger, acquisition, business restructuring or sale of all or part of our business, your personal data may be shared with relevant third parties as part of that process, subject to appropriate protections.
We require all third parties with whom we share personal data to respect its security and to treat it in accordance with applicable data protection laws.
International transfers
Where our use of processors or service providers involves transferring personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or reliance on an adequacy decision, in accordance with data protection law. Further information about such safeguards can be provided upon request.
Data retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting and reporting requirements.
Customer and service records are generally retained for a period that allows us to manage our relationship with you, deal with any complaints or disputes, and comply with tax and accounting obligations. After the applicable retention period expires, we will either securely delete or anonymise your personal data so that it can no longer be associated with you.
The specific retention period may vary depending on the category of data and our legal obligations. If you would like more details on how long we keep particular types of information, you may contact us using the details provided on our website or other official materials.
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 restricting access to personal data to staff and service providers who need it for legitimate business purposes and who are subject to confidentiality duties.
While we take reasonable steps to secure your data, no system can be completely secure. You are responsible for keeping any passwords or access credentials used to interact with us confidential and notifying us promptly of any suspected unauthorised use.
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 exemptions. These include:
Right of access: you have the right to request confirmation as to whether we process your personal data and to receive a copy of that data, together with certain information about how we use it.
Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: in certain circumstances, you may 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 lawful 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 verifying the accuracy of the data or considering an objection you have raised.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then stop processing unless we can demonstrate compelling legitimate grounds that override your interests or we need to process the data for legal claims.
Right to data portability: where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format, and to transmit it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you may withdraw it at any time. This will not affect processing carried out before withdrawal, but may affect our ability to provide certain services.
To exercise any of these rights, or to raise questions or concerns about how we handle your personal data, you can contact us using the details published on our official materials. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
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. The updated version will be made available through our usual communication channels and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
