Cleaner Swiss Cottage Privacy Policy

This Privacy Policy explains how Cleaner Swiss Cottage collects, uses, stores and protects personal data relating to our cleaning services. It applies to all Cleaner Swiss Cottage residential and commercial customers located in our service area, as well as individuals who contact us with enquiries or visit our website. We are committed to processing your personal data lawfully, fairly and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Who We Are

Cleaner Swiss Cottage is a local cleaning service provider operating in the Swiss Cottage area and surrounding neighbourhoods. For the purposes of data protection law, Cleaner Swiss Cottage is the data controller in respect of the personal data described in this Privacy Policy, meaning we determine how and why your data is processed.

Personal Data We Collect

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

Contact details such as name, address, property access details, billing address and postcode.

Communication details such as email address and any messages or enquiries you send to us.

Service information such as details of the type of cleaning required, property type and size, preferred dates and times, and any special instructions or notes you provide.

Booking and transactional data such as appointment history, invoices, payment status and records of services provided.

Technical and usage data such as basic information about how you interact with our website, including pages viewed and the date and time of visits. Where used, cookies or similar technologies will only collect information necessary to ensure the website works properly and to improve our services, in accordance with applicable law.

Feedback and review information such as ratings, comments or testimonials you choose to provide about our services.

We do not intentionally collect special category data such as health information, unless you voluntarily provide it because it is relevant to the way we perform the service, for example where you inform us about allergies or sensitivities to cleaning products. In such cases we will only use this information to adapt our service to your needs.

How We Collect Your Data

We collect personal data directly from you when you contact us by telephone, through our website contact forms, or in person, when you request a quotation, make a booking, enter into a contract for cleaning services with us, or when you give feedback. We may also receive limited information indirectly from third parties where this is necessary to deliver a service you have requested, such as referral partners or property managers, always in accordance with data protection law.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, the applicable lawful bases may be:

Performance of a contract: We process your contact, service and transactional data as necessary to enter into and perform our cleaning services contract with you, including processing bookings, delivering the services and handling payments.

Legitimate interests: We may process your data to manage and improve our business, for example to schedule staff, handle customer service queries, prevent fraud and ensure the security of our systems and premises. We do this only where our legitimate interests are not overridden by your rights and interests.

Legal obligation: We may process certain information to comply with legal or regulatory requirements, such as record keeping for tax and accounting purposes.

Consent: In limited cases, we may rely on your consent, for example where we send certain types of marketing communication or where we use optional cookies. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our cleaning services, including handling enquiries, preparing quotations, confirming and managing bookings, and carrying out cleaning at your premises.

To communicate with you about your bookings, rescheduling, cancellations, service updates and customer support requests.

To process payments, issue invoices, manage accounts and maintain financial records.

To manage our relationship with you, including requesting feedback, responding to complaints and making improvements based on your comments.

To ensure the safety and security of our staff and customers, for example by recording key collection instructions or building access procedures.

To manage our business operations, including reporting, service planning and staff scheduling.

To comply with applicable laws, regulations and enforcement requests.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf. These may include:

Payment processing providers to handle card or electronic payments.

Accounting and bookkeeping service providers for financial administration and tax compliance.

IT and cloud hosting providers who support our website, booking systems and data storage.

Professional advisers such as auditors or legal advisers where necessary for legitimate business purposes.

We ensure that all processors are bound by written contracts that require them to handle your personal data securely, use it only in accordance with our instructions and comply with data protection law. Where required by law, we may also share information with public authorities, regulators or law enforcement agencies.

We will not transfer your personal data outside the United Kingdom or European Economic Area unless appropriate safeguards are in place to protect your data in accordance with applicable law.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or to comply with legal, accounting or reporting requirements. In general:

Customer and booking records are kept for the duration of our relationship with you and for a reasonable period afterwards, typically up to six years, to enable us to respond to queries, manage our accounts and comply with legal obligations.

Financial and invoicing information is retained for the period required by tax and accounting regulations.

Enquiry data that does not lead to a contract will usually be kept for a shorter period, such as up to one year, unless you ask us to delete it sooner where we have no legal basis to keep it.

Technical and website usage data will be kept in line with our internal retention policies and only for as long as necessary to analyse performance and maintain security.

When data is no longer required, we will delete it or anonymise it so that you can no longer be identified.

Data Security

We take appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, misuse, alteration or disclosure. These measures include access controls, secure storage, staff training and regular review of our security procedures. While we take reasonable steps to safeguard your data, no system can be completely secure, and you share information with us at your own risk.

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:

The right of access: You can request a copy of the personal data we hold about you and information about how we process 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 and we have no legal requirement to keep it.

The right to restrict processing: You can ask us to limit the way we use your data in specific situations, such as while we are investigating a concern you have raised.

The right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format, or transfer it directly to another controller, where this is technically feasible.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests, including for direct marketing, and we will stop processing unless we have compelling legitimate grounds to continue.

The right to withdraw consent: Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.

If you wish to exercise any of these rights, please contact us using the contact details available on our website or in your service documentation. We may need to verify your identity before responding to your request, and we will respond within the timeframes set by law.

Complaints

If you are concerned 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 relevant supervisory authority for data protection in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any updates will be posted on our website with a revised effective date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Cleaner Swiss Cottage customers and prospective customers in our service area and is effective from the date shown at the top of this page or in the most recent published version.