Privacy Policy - Knightsbridge Cleaner

This Privacy Policy explains how Knightsbridge Cleaner collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Knightsbridge Cleaner customers in the area, including prospective customers, current customers, and anyone who interacts with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Knightsbridge Cleaner provides professional cleaning services for homes and related premises within our service area. In delivering these services, we may need to process personal data about customers, booking contacts, payment details, service preferences, access instructions, and communication records. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Information We Collect

We only collect information that is necessary for operating our services, managing customer relationships, meeting legal obligations, and improving service quality. The types of data we may collect include:

• Identity data, such as name and title
• Contact data, such as address, email address, and telephone number
• Service data, such as cleaning preferences, instructions, property access details, appointment times, and service history
• Payment data, such as billing information, transaction records, and limited payment-related identifiers
• Communication data, such as emails, messages, feedback, complaints, and notes about customer enquiries
• Technical data, if you use our digital systems, such as device information or basic usage logs
• Legal and administrative data, such as records needed for compliance, disputes, or insurance

We do not seek to collect unnecessary sensitive information. If special category data is ever provided to us by a customer, we will only process it where there is a lawful basis and where it is necessary for a specific and legitimate purpose.

3. How We Use Personal Data

We use personal data for the following purposes:

• To provide cleaning services and manage bookings
• To communicate with customers about appointments, changes, and service matters
• To process payments and maintain accurate accounting records
• To record customer preferences and instructions so services can be delivered effectively
• To respond to enquiries, complaints, and service requests
• To meet legal, tax, insurance, and regulatory obligations
• To protect our business, customers, staff, and property interests
• To improve our services, training, scheduling, and operational efficiency

We process personal data only for clearly defined purposes and do not use it in ways that are incompatible with those purposes.

4. Lawful Basis for Processing

Under the GDPR, we must have a lawful basis before processing personal data. Depending on the context, Knightsbridge Cleaner relies on one or more of the following lawful bases:

Contract

We process data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes booking services, arranging visits, and delivering cleaning work.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer records, preventing fraud, improving service quality, and handling internal administration.

Legal Obligation

We process certain information where needed to comply with legal obligations, including tax requirements, accounting rules, record-keeping duties, health and safety obligations, and lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or specific uses that are not covered by another lawful basis. Where consent is used, it can be withdrawn at any time without affecting the lawfulness of prior processing.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, for example if there is an emergency involving a customer, employee, or other person.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, legal compliance, or operational support. These third parties act as processors or independent controllers depending on the service involved.

Examples of processors may include:

• Payment providers who process card or electronic transactions
• Booking and scheduling systems used to manage appointments and customer records
• IT and cloud storage providers that host secure business data
• Accounting and bookkeeping services used for financial administration
• Communication service providers used for sending service-related messages
• Insurance, legal, or compliance advisers where required for claims, disputes, or legal obligations

We require processors to handle personal data securely, to process it only on our instructions, and to use appropriate safeguards. We do not sell personal data. Where data is shared with independent controllers, such as public authorities or insurers, those organisations are responsible for their own processing under applicable law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of information and the reason for processing.

• Customer and service records are typically retained for the duration of the customer relationship and for a reasonable period afterwards
• Financial and tax records are retained for the period required by accounting and tax law
• Communication records may be kept while needed to resolve queries, complaints, or disputes
• Technical or security logs are retained for a limited period unless a longer period is required for investigation or compliance

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling processes. While no system can be guaranteed completely secure, we take reasonable steps to protect the information entrusted to us.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request.

• Right of access - you can request a copy of the personal data we hold about you
• Right to rectification - you can ask us to correct inaccurate or incomplete data
• Right to erasure - you can request deletion of your data in certain circumstances
• Right to restriction - you can ask us to limit how we use your data in certain situations
• Right to data portability - you can request transfer of certain data in a structured format
• Right to object - you can object to processing based on legitimate interests or direct marketing
• Right to withdraw consent - where processing relies on consent, you may withdraw it at any time

You also have the right to raise concerns with the relevant supervisory authority if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are intended for adults who arrange cleaning services. We do not knowingly collect personal data from children except where such information is provided incidentally in relation to a household or service arrangement. If we become aware that we have collected child-related personal data unnecessarily, we will take appropriate steps to remove or minimise it.

10. International Transfers

If personal data is transferred outside the United Kingdom, we will only do so where appropriate safeguards are in place to protect that data. Such safeguards may include approved contractual protections or transfers to countries recognised as providing adequate protection under applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any changes will take effect when published or otherwise communicated where appropriate. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Knightsbridge Cleaner respects your privacy and is committed to responsible data protection. We collect only the information needed to provide services, we use it for clear and lawful purposes, we retain it only as long as necessary, and we apply safeguards when working with processors and other third parties. We also recognise and support your rights under data protection law.

By using Knightsbridge Cleaner services, you acknowledge that this Privacy Policy applies to you as a customer in our area.