Paddington Cleaner Privacy Policy

This Privacy Policy explains how Paddington Cleaner collects, uses, stores and protects personal data for all Paddington Cleaner customers within our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our cleaning services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all current and prospective individual customers and business contacts of Paddington Cleaner in our service area. It covers personal data collected when you contact us, request a quote, make a booking, receive cleaning services, or otherwise interact with us offline or online.

Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us and which services you use.

Identification and contact details. This can include your name, postal address, service address, billing address, and other basic contact details.

Account and booking details. This can include details of your cleaning requirements, property type and size, access instructions, preferred time slots, booking history, and communications about your bookings.

Payment and transaction information. This can include records of payments made, dates and amounts, partial card details or transaction references as provided by your payment provider, and any invoicing records. We do not store full card numbers or security codes.

Communication data. This can include information you provide when you contact us by phone, post, or online, such as enquiries, feedback, complaints, and any related correspondence.

Service delivery information. This can include information needed to deliver our services safely and effectively, such as information about pets, alarm and key handling arrangements, and access notes you choose to provide.

Technical data. If you interact with us online, we may collect limited technical information such as IP address, device type, and basic usage data necessary to operate and secure our website or booking systems.

Lawful Bases for Processing

We process personal data only when we have a lawful basis to do so under data protection law. Depending on the circumstances, we rely on the following lawful bases.

Performance of a contract. We process your data where it is necessary to enter into or perform a contract with you, for example to provide cleaning services, manage bookings, take payment, and communicate about your service.

Legal obligations. We process certain data to comply with legal and regulatory requirements, such as tax and accounting rules, record keeping obligations, and responding to lawful requests from authorities.

Legitimate interests. We may process data when it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This can include managing and improving our services, preventing fraud, ensuring network and information security, and handling customer queries and complaints.

Consent. In some cases we rely on your consent, for example where we send certain types of direct marketing or where consent is required for specific optional uses of your data. Where we rely on consent, you can withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We may use your personal data for the following purposes.

To provide cleaning services. This includes processing bookings, scheduling staff, accessing properties as agreed, tailoring services to your requirements, and managing any follow up services.

To manage customer relationships. This includes responding to enquiries, handling complaints, requesting feedback, and maintaining accurate customer records.

To process payments and invoicing. This includes issuing invoices, processing transactions, handling refunds where applicable, and maintaining financial records.

To operate, maintain, and improve our business. This includes internal administration, quality control, staff training, and service improvements based on anonymous or aggregated information.

To send service related communications. This includes booking confirmations, reminders, updates about changes to appointments, and important information about our terms or policies.

To meet legal and regulatory obligations. This includes record keeping, cooperating with regulators, and complying with applicable laws.

Data Sharing and Processors

We do not sell your personal data. We may share your data with third parties only when this is lawful, necessary, and subject to appropriate safeguards.

Service providers. We may share data with trusted third party service providers who act as data processors on our behalf. These may include providers of payment processing, booking or customer management software, secure data storage and hosting, and professional advisers such as accountants. These processors are only permitted to use your data in accordance with our instructions and for the purposes described in this Privacy Policy.

Cleaning staff and contractors. Where necessary, we may share limited information such as your name, service address, and job instructions with our cleaning staff and approved contractors so they can perform the agreed services.

Authorities and legal bodies. We may disclose information if required to do so by law, or where we believe such action is necessary to protect our rights, your safety, or the safety of others, or to comply with legal processes or requests from competent authorities.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, 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 using standard contractual clauses or equivalent measures to protect your data.

Data Retention

We keep personal data for no longer than is necessary for the purposes for which it was collected. The exact retention period will vary depending on the type of data and our legal and operational needs.

Customer and booking records are typically kept for as long as you remain a customer and for a period afterwards to handle any queries, complaints, or potential legal claims.

Financial and transaction data may be retained for a longer period to meet accounting, tax, and legal record keeping requirements.

Where data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to an identifiable individual.

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.

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data along with certain information about how it is processed.

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 can request that we delete your personal data. This is sometimes known as the right to be forgotten.

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

Right to object. You can object to certain types of processing, including processing based on our legitimate interests and direct marketing. If you object to direct marketing, we will stop this processing.

Right to data portability. In certain circumstances, you can request to receive personal data you have provided to us in a structured, commonly used, and machine readable format and have it transmitted to another controller where technically feasible.

Where we rely on consent, you have the right to withdraw that consent at any time.

Exercising Your Rights and Complaints

If you wish to exercise any of your rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact methods made available to you when you use our services. We will respond in accordance with applicable data protection laws.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed. In the United Kingdom this is typically the Information Commissioner's Office. We encourage you to contact us first so that we can try to resolve any concerns directly.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff training, and regular review of our procedures. However, no system can be completely secure and you should take care when sharing information with us, especially over open networks.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any updated version will be made available through our usual communication channels, and the revised policy 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 at Paddington Cleaner.