Westminster Cleaner Privacy Policy

This Privacy Policy explains how Westminster Cleaner collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Westminster Cleaner customers and service users within the Westminster Cleaner service area. Westminster Cleaner acts as the data controller in relation to the personal data described in this policy.

Scope of this Privacy Policy

This Privacy Policy applies to personal data collected when you contact Westminster Cleaner, request a quote, make a booking, receive cleaning services, visit our website, interact with our social media pages where we act as controller, or otherwise communicate with us as a customer or potential customer in the Westminster Cleaner service area.

By using our services, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time to reflect changes in our processing activities or applicable law. The version in force will be the one made available with the most recent date of revision.

Personal Data We Collect

Westminster Cleaner 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, such as your name, residential or business address, billing address, and any relevant access instructions you provide for our cleaners.

Communication details, such as your preferred contact methods and the content of communications you send to us, including enquiries, feedback, and complaints.

Booking and service information, such as dates and times of cleaning services, frequency of services, property type and size, special instructions, and records of services provided.

Payment and transaction information, such as amounts charged, payment status, and basic transaction references. Where we use external payment processors, we generally do not receive or store full card or bank details, but may receive confirmation of payment and limited information necessary for accounting and fraud prevention.

Technical and usage information, such as basic information from your use of our website, including log data, approximate location derived from your device or IP address, and information about how you navigate our online pages. This may involve the use of cookies or similar technologies where permitted by law and subject to your consent where required.

Voluntary feedback and survey information, such as responses to customer satisfaction surveys, testimonials, or reviews you choose to provide.

Lawful Bases for Processing

Westminster Cleaner processes your personal data only where we have a valid lawful basis under the UK General Data Protection Regulation and related data protection laws. Depending on the specific processing activity, we rely on one or more of the following lawful bases:

Performance of a contract: We process personal data to enter into and perform our contract with you, for example to provide cleaning services, manage bookings, issue invoices, and communicate with you about your services.

Legal obligations: We process certain personal data to comply with our legal obligations, including tax and accounting requirements, record-keeping duties, and obligations related to the assertion or defence of legal claims.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and interests. This includes managing and improving our services, ensuring the security of our systems and staff, preventing fraud or misuse, and handling customer queries and complaints.

Consent: In some cases we may rely on your consent, for example for certain types of marketing communications, optional analytics cookies, or where you choose to provide testimonials that identify you. Where we rely on consent, you can withdraw it at any time as described in this policy.

How We Use Your Personal Data

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

To manage customer relationships, including responding to enquiries, providing quotes, confirming bookings, rescheduling services, and providing customer support.

To provide and manage cleaning services, including allocating cleaners, planning routes, following your specific instructions, and ensuring that services are delivered safely and effectively.

To process payments and manage accounts, including issuing invoices, processing payments through third party payment processors, reconciling accounts, and managing refunds or adjustments.

To improve and develop our services, including monitoring service quality, analysing patterns of service use, improving our website and internal systems, and training staff.

To send service-related communications, such as appointment reminders, changes to this Privacy Policy or to terms and conditions, and information about disruptions or issues affecting your booking.

To carry out marketing activities, subject to your choices and applicable law, including sending information about our services, offers, and updates that may be of interest to you as an existing customer or where you have requested such communications.

To ensure security and prevent misuse, including protecting staff and customers, detecting and preventing fraud, and defending our rights and property.

Data Retention

Westminster Cleaner retains personal data only for as long as necessary to fulfil the purposes for which it was collected, or for longer periods where required or permitted by law. We apply the following general retention principles:

Customer and booking records are kept for the duration of your relationship with us and for a period afterwards to handle queries, disputes, and legal claims, as well as for tax and accounting purposes. This period is normally several years after the end of the relevant financial year, in line with legal and regulatory requirements.

Payment and transaction data is kept for the period required by tax and accounting laws and to enable us to respond to payment related queries or disputes.

Communications and customer support records are kept for as long as reasonably needed to resolve your enquiry or complaint and to demonstrate how we handled it, and for a reasonable period afterwards.

Marketing data is retained until you opt out or withdraw consent, or until we conclude that the information is no longer accurate or relevant, after which it will be deleted or anonymised.

Technical and website usage data is retained for a limited period necessary for security, analytics, and improvement of our online services, after which it may be aggregated or anonymised.

Once data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

Sharing and Use of Data Processors

Westminster Cleaner uses carefully selected third parties as data processors to assist in delivering our services. These processors act on our instructions and are subject to contractual obligations to protect your personal data and use it only for the specified purposes.

Typical categories of processors and recipients include:

Payment processing providers that handle card or online payments and related fraud prevention activities.

IT and hosting providers that supply email, data storage, customer management software, and other business information systems.

Scheduling, booking, and communication tools used to manage appointments, send reminders, and coordinate our teams.

Professional advisers, such as accountants or legal advisers, where necessary to comply with legal obligations or to establish, exercise, or defend legal claims.

We may also share personal data with public authorities, regulators, or law enforcement bodies where required by law or where necessary to protect our rights, our customers, or others.

Where we transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your data in accordance with applicable law.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions. Depending on your situation, you may have the following rights:

The right of access, which allows you to request confirmation as to whether we process your personal data and to receive a copy of that data, along with certain information about how we use it.

The right to rectification, which allows you to request correction of inaccurate or incomplete personal data held by us.

The right to erasure, sometimes called the right to be forgotten, which allows you to request deletion of your personal data where there is no longer a lawful basis for us to retain or use it.

The right to restriction of processing, which allows you to request that we temporarily limit the use of your personal data in certain circumstances, for example while we verify its accuracy or assess an objection.

The right to object, which allows you to object to certain processing activities based on our legitimate interests, including direct marketing. Where you object to direct marketing, we will stop processing your personal data for that purpose.

The right to data portability, which allows you, in certain circumstances, to receive personal data you provided to us in a structured, commonly used, machine-readable format and to transmit it to another controller.

Where processing is based on your consent, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any issues directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities, or applicable data protection law. When we make material changes, we will take appropriate steps to inform you, which may include a notice on our website or direct communication where appropriate.

Continued use of Westminster Cleaner services after an update to this Privacy Policy will be treated as acknowledgement that you have read and understood the updated terms.