Hampstead Cleaner Privacy Policy

This Privacy Policy explains how Hampstead Cleaner collects, uses, stores and protects personal data when providing cleaning and related services. It applies to all Hampstead Cleaner customers in our service area, as well as prospective customers who make enquiries about our services.

Hampstead Cleaner is committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

Data Controller

For the purposes of data protection law, Hampstead Cleaner is the data controller for the personal data described in this Privacy Policy. This means Hampstead Cleaner decides why and how your personal data is processed when you use our services or contact us.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details, such as your name, title, home address, service address, billing address, and any other contact details you choose to provide.

Communication data, such as details you provide when you contact us by phone, text message or other communication method, including the content of your messages and any notes we make to manage your enquiry or booking.

Service and booking information, such as details of the cleaning services you request, preferred dates and times, property access instructions, information about your property and any specific cleaning requirements.

Billing and payment information, such as records of invoices issued and payments made, payment method type and transaction references. We do not store full payment card numbers or security codes when third party payment processors are used.

Technical and usage data, such as limited information about how you interact with our website or online forms, including basic device information and pages visited. We do not seek to identify you from this data unless it is necessary for security, fraud prevention or to respond to a specific request from you.

Feedback and complaint data, such as information you provide when you give feedback, leave a review, or make a complaint about our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, amend an appointment, or otherwise engage with us regarding our services.

We may also collect personal data when you complete forms on our website, respond to communications from us, or communicate with us through third party platforms where we advertise our services.

Lawful Basis for Processing

We rely on the following lawful bases under data protection law to process your personal data:

Contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide cleaning services you have requested, schedule appointments, manage payments and communicate with you about your bookings.

Legal obligation. We process certain personal data to comply with our legal and regulatory obligations, such as keeping tax and accounting records and responding to lawful requests from public authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, communicating with existing customers about service updates, handling customer enquiries and complaints, ensuring the security of our operations, and preventing or detecting fraud or misuse.

Consent. In limited circumstances we may rely on your consent, for example where you choose to receive optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning services, including handling enquiries, providing quotes, confirming bookings, arranging access to your property, delivering the services you have requested and handling follow up visits where needed.

To manage our relationship with you, including responding to questions and complaints, notifying you of changes to our services or terms, and keeping records of our interactions.

To process payments and maintain financial records, including issuing invoices, recording payments received, and maintaining accounting and tax records.

To improve our services, including reviewing customer feedback, monitoring demand and planning our workforce and service coverage.

To protect our business and prevent misuse, including verifying booking details, managing security and preventing, detecting and investigating potential fraud or other unlawful activity.

To comply with legal obligations, including responding to lawful requests from regulatory or public authorities and assisting with legal proceedings where required by law.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties where necessary and lawful, including:

Service providers who act as data processors on our behalf, such as providers of scheduling tools, customer management systems, payment processing services, and secure data storage. These processors are only permitted to process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy.

Professional advisers, such as accountants or legal advisers, where necessary in the course of professional services they provide to us.

Public authorities and law enforcement agencies, where we are legally required to disclose personal data or where disclosure is necessary to protect our rights or the rights of others.

Where we use data processors, we ensure that appropriate data protection and security obligations are in place under written contracts in accordance with data protection law.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where their data storage facilities are located outside these regions, we take steps to ensure that your personal data receives an adequate level of protection. This may include relying on adequacy regulations or implementing appropriate safeguards such as standard contractual clauses approved under data protection law.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to provide the services you requested, meet legal and accounting requirements, resolve disputes and enforce our agreements.

In general, we retain customer records for a minimum period required by applicable tax and accounting laws. Where there is no ongoing need to retain your personal data, we will delete it, anonymise it or securely store it and restrict access to it until deletion is possible.

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 who have a business need to know, using secure systems for storing records, and training staff on data protection responsibilities.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to specific conditions and legal exemptions. Your rights include:

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

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 and we have no legal obligation to keep it.

Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data you believe is inaccurate.

Right to data portability. Where our processing is based on your 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 request that we transmit it to another controller where technically feasible.

Right to object. You have the right to object to processing based on our legitimate interests where you believe your fundamental rights and freedoms outweigh our interests. You also have the right to object at any time to the use of your personal data for direct marketing.

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

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we process your personal data, you can contact us using the contact details published on our website or other service information you have received from us.

You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.

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 provide. The updated version will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.