Putney Cleaner Privacy Policy

This Privacy Policy explains how Putney Cleaner collects, uses, stores and protects your personal data when you use our cleaning services. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Putney Cleaner customers in our service area, including prospective, current and past customers.

Who we are

Putney Cleaner is a local cleaning service provider. We act as the data controller for the personal data we collect and process about you in connection with providing our services. This means we determine the purposes and means of processing your personal data.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identification and contact details, such as your name, residential address, billing address, and any alternative contact person you nominate. Contact details may include methods such as postal address or other channels you choose to provide to us, but only where you actively give them to us.

Service and booking information, such as details of the cleaning services you request, property access instructions you choose to provide, preferred dates and times, frequency of cleaning, special instructions for particular rooms or items, and records of appointments, cancellations and rescheduling.

Billing and payment information, such as the amount charged, payment method used, invoices and records of payments. Where we use third party payment processors, we do not store full card details but may receive limited information needed to confirm payment status.

Communication records, such as notes of telephone calls, copies of correspondence you send to us, and any complaints, feedback or queries you raise with us.

Website and usage data, where relevant, such as logs of visits to our website, basic technical information provided by your browser, and information collected through cookies or similar technologies where permitted by law and subject to your preferences.

How and why we use your personal data

We process your personal data only when we have a lawful basis under data protection law. The purposes for which we use your data, and the corresponding lawful bases, include:

To provide our cleaning services and manage bookings. We use your identification, contact and service information to register you as a customer, organise and perform cleaning visits, manage schedules, and communicate with you about bookings and changes. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage billing and payments. We process billing and payment information to issue invoices, receive payments, handle refunds where applicable, and maintain proper records for accounting and tax purposes. The lawful basis is performance of a contract and compliance with legal obligations.

To respond to enquiries and provide customer support. When you contact us with a question, request or complaint, we process your contact details and communication records to address your query and improve our services. The lawful basis is performance of a contract or our legitimate interest in providing effective customer service.

To improve and administer our business. We may use aggregated or limited personal data to analyse service quality, manage staff, improve our cleaning processes, and maintain the security and integrity of our systems. The lawful basis is our legitimate interest in running and improving our business.

To send you service-related messages. We may provide you with updates directly related to your bookings, such as appointment reminders, changes to our terms and conditions, or important information about our services. The lawful basis is performance of a contract or our legitimate interest in keeping you informed about services you use.

To send you marketing communications, where permitted. We may send you information about additional services or offers that may be relevant to you. Where required, we will only do this with your consent, which you may withdraw at any time. Where consent is not required, we rely on our legitimate interest in promoting our services, and you can object to such communications at any time.

Sharing your personal data and use of processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes set out in this Privacy Policy, including:

Service providers and data processors who act on our instructions, such as companies providing payment processing, accounting, customer relationship management, scheduling tools, data storage, website hosting or IT support. These providers are only permitted to process your personal data in accordance with our instructions and applicable data protection laws.

Individual cleaners or cleaning teams engaged by us, but only to the extent necessary for them to perform the cleaning services at your property. This may include your name, address, and basic service details needed for the visit.

Professional advisers, such as accountants, auditors or legal advisers, where necessary for managing our business or protecting our legal rights.

Regulatory authorities, law enforcement or other third parties when required by law, in connection with legal proceedings, or to protect our rights, property, staff or customers.

Where we use processors located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or other lawful transfer mechanisms.

Data retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The specific retention periods depend on the type of data and the context of our relationship with you.

Customer and booking records are generally retained for the duration of your relationship with us and for a period afterwards to handle any queries, complaints or legal claims. Financial and transaction records are typically kept for a longer period to comply with legal and tax obligations.

Where we no longer need your personal data, we will either delete it, anonymise it so that it can no longer be linked to you, or securely store it in an archived form if retention is required by law.

Your data protection rights

You have a number of rights under data protection law in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exceptions. Your rights include:

The right of access. You can request confirmation of whether we process your personal data and ask for a copy of the data we hold about you, together with information about how we use 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 ask us to delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

The right to restrict processing. You can ask us to limit the way we use your data, for example while we are considering a request to rectify or erase it.

The right to data portability. In some cases, you can ask us to provide your personal data in a structured, commonly used and machine readable format, and to transfer it 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 as the lawful basis, including for direct marketing. If you object to marketing, we will stop sending you marketing communications.

Rights in relation to automated decision-making. Putney Cleaner does not carry out solely automated decision-making that produces legal or similarly significant effects on you.

You also have the right to lodge a complaint with a data protection authority 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.

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, staff training, secure physical storage where relevant, and the use of reputable service providers for digital systems. While we take reasonable steps to protect your data, no system can be guaranteed as completely secure.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. When we make significant changes, we will take reasonable steps to inform you, for example by updating the version on our website and adjusting the date of the most recent revision. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.