Hammersmith Cleaners Privacy Policy

This Privacy Policy explains how Hammersmith Cleaners collects, uses, stores, shares, and protects personal data relating to our 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 and Data Controller

This Privacy Policy applies to all customers of Hammersmith Cleaners in our operating area who engage us for domestic or commercial cleaning services, whether on a one-off or recurring basis. Hammersmith Cleaners is the data controller for the personal data processed in connection with the provision of our services. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you request. This may include the following categories of data:

Identification and contact details, such as your name, address of the property to be cleaned, billing address if different, and any additional contact details you choose to provide.

Communication records, such as information you provide when you contact us to request a quotation, make a booking, change or cancel a service, give feedback, or make a complaint.

Service-related information, including details about the type and frequency of cleaning services booked, access instructions for the property, preferred dates and times, special requirements, and any notes relevant to the performance of the service.

Payment and billing information, which may include limited payment-related details needed to process invoices and confirm that payment has been made, though we do not store full payment card details when third-party payment processors are used.

Technical usage data, such as basic information about how you interact with our online presence, including device type and general browsing information where collected through cookies or similar technologies, in line with applicable law.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so under the UK GDPR. Depending on the context, we may rely on the following lawful bases:

Performance of a contract. We process personal data when it is necessary to enter into or perform a contract with you, for example, to provide cleaning services, manage bookings, and issue invoices.

Compliance with legal obligations. We may process your data where necessary to comply with legal or regulatory requirements, such as tax and accounting rules or obligations to respond to lawful requests from authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, ensuring the security of our staff and property, preventing fraud, and maintaining accurate records.

Consent. In limited circumstances we may rely on your consent, for example, for certain types of marketing communications where required by law. When we rely on consent you can withdraw it at any time, without affecting the lawfulness of processing that took place before the withdrawal.

How We Use Your Personal Data

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

To provide and manage cleaning services, including handling booking requests, confirming appointments, performing cleaning at the agreed address, and responding to queries about your service.

To manage payments and accounts, including issuing invoices, processing payments through our chosen processors, and maintaining financial records.

To communicate with you, for example to confirm or reschedule appointments, provide service updates, answer questions, handle complaints, request feedback, or inform you about changes to our terms or policies.

To improve and develop our services, including monitoring service quality, training staff, and analysing trends to help us plan capacity and enhance customer experience.

To protect our business, customers, and staff, including preventing and detecting fraud or misuse, enforcing our terms and conditions, and managing disputes.

To comply with laws and regulations, including obligations relating to record-keeping, taxation, and responses to lawful requests from public authorities.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary and lawful, as described below.

Service providers acting as data processors may process your data on our behalf and under our instructions. These may include providers of booking and scheduling tools, customer relationship management systems, payment processing services, secure data storage and hosting, and customer communication tools. We only use processors that provide sufficient guarantees of implementing appropriate technical and organisational measures to protect your data.

Professional advisers such as accountants or legal advisers may have access to certain personal data where reasonably necessary for the services they provide to us.

Public authorities and regulators may receive your personal data where we are legally required to disclose it, or where disclosure is necessary to protect our rights, property, or safety or that of our customers or staff.

Where we use data processors located outside the UK or the European Economic Area, we take appropriate safeguards to protect your personal data, such as relying on adequacy regulations or approved standard contractual clauses, in accordance with data protection law.

Data Retention

We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

Customer and contract information is typically kept for the duration of our relationship with you and for a period afterwards where required by law or to protect our legitimate interests, for example to deal with any complaints or disputes. Accounting and tax records are generally retained for the periods required by applicable tax and company laws.

Where personal data is no longer needed, we will securely delete it, anonymise it, or remove identifying information so that it can no longer be associated with you.

Your Data Protection Rights

Under the UK GDPR you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include the following:

Right of access. You can request confirmation of whether we process personal data about you and obtain a copy of that data, along with information about how it is used.

Right to rectification. You can ask us to correct inaccurate personal data about you and to complete incomplete data.

Right to erasure. You can request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the original purpose and there is no legal reason for us to continue processing it.

Right to restriction of processing. You can ask us to restrict how we use your data in certain situations, such as while we consider a request to rectify or erase your data.

Right to data portability. You can request that certain personal data be provided to you, or to another controller, in a structured, commonly used, and machine-readable format where the processing is based on consent or contract and carried out by automated means.

Right to object. You can object to processing that is based on our legitimate interests, including profiling, in which case we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, or the processing is necessary for legal claims.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures include limiting access to personal data to personnel and providers who need it for their role, using secure systems and storage, and providing guidance to staff on data protection responsibilities. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will be made available through our usual communication channels and will indicate the date of the latest revision. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.