Wimbledon Cleaner Privacy Policy

This Privacy Policy explains how Wimbledon Cleaner collects, uses, stores, and protects personal data relating to customers and prospective customers in the Wimbledon area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our cleaning services or contacting us to enquire about our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Wimbledon Cleaner customers and prospective customers located in the Wimbledon area, including anyone who contacts us to request information, quotations, or services. Wimbledon Cleaner is the data controller for the personal data described in this Privacy Policy, as we determine the purposes and means of processing that data.

Personal Data We Collect

We only collect personal data that is necessary for the provision of our cleaning services, the management of our business, and the fulfilment of our legal obligations. The categories of personal data we may collect include:

Identification and contact details: name, address, postcode, and contact information such as general communication details you provide to us.

Service information: details about your property relevant to cleaning services, such as type of property, access instructions where required for the service, any specific cleaning requirements, and records of appointments and service history.

Billing and payment information: details necessary for invoicing, confirmation that payment has been made, and records of transactions. We do not store full payment card details if payment is processed through a third-party payment processor.

Communication records: correspondence and communications between you and Wimbledon Cleaner, including notes of enquiries, complaints, feedback, and any instructions you provide regarding the services.

Technical data: basic technical information relating to how you contact us or interact with any online tools we may use, such as date and time of enquiries. We do not seek to identify you from technical data alone unless it is necessary for security or contractual purposes.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quotation, make a booking, confirm or modify an appointment, or provide feedback. This can be done in writing, verbally, or through any communication channel you choose.

We may also receive personal data about you indirectly from third-party service providers where this is necessary for us to provide our services, for example from payment processors, booking platforms, or partners who you have authorised to share information with us.

Lawful Basis for Processing

Wimbledon Cleaner processes personal data only where we have a valid lawful basis under data protection law. The lawful bases we rely on are:

Contract: We process your personal data when it is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract. This includes handling enquiries, providing quotations, managing bookings, delivering cleaning services, and handling payments.

Legal obligation: We process certain personal data where it is necessary for compliance with our legal obligations, such as record-keeping for tax, accounting, and regulatory purposes.

Legitimate interests: We process personal data when it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. These interests include managing our business operations, improving our services, handling customer queries and complaints, preventing fraud, and ensuring the security of our staff and customers.

Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communication. Where we rely on consent, you have the right to withdraw your consent at any time.

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 enquiries, confirming appointments, adjusting bookings, and delivering services at your property.

To manage our relationship with you as a customer, including responding to questions, dealing with complaints or claims, and requesting feedback about our services.

To process payments, issue invoices or receipts, and maintain accounting and tax records.

To improve our services, train our staff, and maintain internal records of service quality and performance.

To protect our business, property, staff, and customers, including for fraud prevention and security purposes.

To comply with any applicable legal and regulatory requirements.

Data Sharing and Processors

We limit access to your personal data to only those third parties who require it for legitimate business or legal purposes. When we engage third parties to process personal data on our behalf, they act as data processors and can only process your personal data according to our documented instructions.

We may share your personal data with:

Service providers: third parties that provide operational services to us, such as payment processors, accounting or bookkeeping services, IT and hosting providers, and scheduling or booking tools. These providers are contractually required to protect your personal data and may not use it for their own purposes.

Professional advisers: such as accountants, legal advisers, or insurance providers where this is necessary for the management of our business, the establishment or defence of legal claims, or compliance with legal obligations.

Authorities and regulators: where we are required to do so by law or in order to respond to valid requests, enforce our rights, or protect the rights, property, or safety of our customers and staff.

We do not sell your personal data to third parties.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, or store data in such locations, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised under applicable data protection laws, to protect your personal data.

Data Retention

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

In general, we keep records relating to our services and transactions for a period required by tax and accounting laws. Customer contact and service history may be kept for a reasonable period after your last interaction with us to enable us to respond to queries, manage any potential disputes, and maintain accurate records of our services.

When personal data is no longer needed for these purposes, we will securely delete it or anonymise it so that it can no longer be associated with you.

Data Security

We implement suitable technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These measures include limiting access to personal data to those staff and contractors who need it for their work, using secure systems for storing and transmitting data where appropriate, and training staff on data protection responsibilities.

While we take security seriously and strive to protect your personal data, no system can be guaranteed to be fully secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with our legal obligations, including notifying you and relevant authorities where required.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to certain conditions and exemptions. Your rights include:

Right of access: You have the right to request confirmation that we are processing your personal data and to receive a copy of that data, together with certain information about how we use it.

Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data 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.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to our processing.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.

Right to object: You have the right to object to processing of your personal data that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to withdraw consent: Where we rely on consent to process your personal data, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed.

Changes to This Privacy Policy

We may update or amend this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.