Privacy Policy – Belsizepark Cleaner

This Privacy Policy explains how Belsizepark Cleaner collects, uses, stores, shares, and protects personal data. It applies to all Belsizepark Cleaner customers in the area, including prospective customers, current customers, and people who enquire about our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Belsizepark Cleaner provides cleaning services to residential and commercial customers in the local area. For the purposes of data protection law, we act as a data controller when we decide how and why personal data is processed. This means we determine the purposes for which your personal data is collected and the means by which it is used.

2. Personal data we collect

We only collect personal data that is necessary for the provision of our services, for customer management, and for legal or operational reasons. Depending on your interaction with us, we may collect the following categories of data:

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as property access instructions, cleaning preferences, service history, and appointment details.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication data including messages, calls, complaints, feedback, and correspondence.
Technical data where applicable, such as device or browsing data if you interact with our digital systems.

We do not intentionally collect special category data unless it is strictly necessary and a lawful condition applies. Special category data may include information about health, religion, or other sensitive matters. If such information is incidentally shared with us, we will process it only where required and with appropriate safeguards.

3. How we use your data

We use personal data only for specified, legitimate purposes. These purposes include:

Providing and managing cleaning services.
Scheduling appointments and managing service delivery.
Processing payments and maintaining financial records.
Communicating with customers about bookings, changes, or service issues.
Handling complaints, queries, and customer support matters.
Maintaining internal records and improving our operations.
Meeting legal, accounting, tax, and insurance obligations.

We do not use your personal data for unrelated purposes unless we have a lawful basis to do so and, where necessary, we inform you about the new purpose.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for each type of processing. Belsizepark Cleaner relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, managing service changes, and processing payment.

Legal obligation

We may process data where we are required to comply with legal obligations, such as keeping financial records, responding to regulatory requests, or meeting tax and insurance requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, preventing fraud, improving service quality, and maintaining operational records. We always assess whether our interests are proportionate and respectful of your privacy.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific optional communications or certain data uses. Where consent is used, you may withdraw it at any time. Withdrawal will not affect processing already carried out lawfully before the withdrawal.

5. Sharing your information and processors

We may share personal data with trusted third parties where necessary to deliver our services, manage our business, or comply with legal duties. These third parties may act as processors or independent controllers depending on the circumstances.

Processors are service providers that process personal data on our behalf and only according to our instructions. They may include:

Payment processing providers.
Accounting and bookkeeping systems.
Scheduling, invoicing, or customer management software providers.
IT support, cloud hosting, and data storage providers.
Professional advisers such as lawyers, insurers, or auditors where needed.

We ensure that processors are subject to appropriate contractual obligations, including confidentiality, security, and data protection commitments. We do not sell your personal data.

We may also disclose information to public authorities, regulators, or law enforcement where required by law or where disclosure is necessary to protect our rights, customers, staff, or the public.

6. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. Retention periods vary depending on the type of information and the purpose of processing.

Customer and service records are retained for the duration of the customer relationship and for a reasonable period afterwards to manage follow-up queries or disputes.
Financial and tax records are generally retained for the periods required by applicable accounting and tax laws.
Communication records may be retained for as long as needed to resolve issues, demonstrate service history, or meet legal obligations.
Marketing-related data is retained until you opt out, withdraw consent, or it is no longer needed.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data security

We take reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed to be completely secure, we work to ensure that personal data is handled responsibly and protected to a high standard.

8. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection law. Such safeguards may include adequacy regulations or standard contractual clauses, together with additional security measures where necessary.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exceptions depending on the circumstances.

Right of access – you may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – in some cases, you may ask us to delete your data.
Right to restriction – you may request that we limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you may request your data in a structured, commonly used format.
Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements and may need to verify your identity before fulfilling the request.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement made by an adult customer, such as access or household arrangements. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service practices. Any updates will take effect when published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their personal data is handled.

12. Summary of our commitment

Belsizepark Cleaner values your privacy and is committed to handling personal data with care, transparency, and accountability. We only collect information that is necessary, use it for lawful purposes, retain it for appropriate periods, and share it only with trusted parties when required. We also respect your rights and aim to maintain a high standard of data protection for every customer in the area.