Shepherd's Bush Cleaners Customer Privacy Policy
This Privacy Policy explains how Shepherd's Bush Cleaners collects, uses, stores, and protects personal data of its customers in the Shepherd's Bush area. It also explains the rights that customers have under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Shepherd's Bush Cleaners customers and prospective customers located in the Shepherd's Bush area who use or enquire about our cleaning services, whether domestic or commercial.
1. Who we are and scope of this policy
Shepherd's Bush Cleaners is a cleaning service provider operating in the Shepherd's Bush area. For the purposes of data protection law, Shepherd's Bush Cleaners is the data controller in relation to the personal data described in this Privacy Policy. This means we decide why and how your personal data is processed when you use our cleaning services, contact us with an enquiry, or otherwise interact with us as a customer or prospective customer within the Shepherd's Bush area.
2. Personal data we collect
We only collect personal data that is necessary for the provision and management of our cleaning services and for the operation of our business. The personal data we collect may include the following categories:
Identification and contact details such as your full name, home or business address, billing address, and preferred contact details such as your postal address.
Service and booking information such as information about your property or premises that is relevant to cleaning services, access instructions where necessary for service delivery, booking dates and times, service history, and any special requests you make regarding our services.
Payment and billing information such as the amount charged, payment status, and limited billing details that are required for accounting and record-keeping. We do not store full payment card details when third-party payment processors are used.
Communication records such as details of communications you send to us or receive from us about enquiries, quotations, bookings, complaints, feedback, or other customer service matters.
Technical and usage data where relevant, such as basic information about how you interact with our website or online tools, including pages visited and time spent, to help us improve our services and understand customer needs.
3. How we collect personal data
We collect personal data from you directly when you contact us to request a quotation, make a booking, manage an existing booking, or provide feedback. We may also collect personal data when you interact with any online form we may provide or when you communicate with us by post or through other written means.
We may collect limited information from third parties where necessary and lawful, for example, from payment service providers to confirm payment status, or from business partners if they refer you to us or coordinate cleaning services on your behalf. In such cases, we ensure that there is a lawful basis for receiving and using this information.
4. Lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on may include the following:
Contractual necessity, where we need to process your personal data in order to provide our cleaning services to you, to take steps at your request before entering into a contract, or to manage our ongoing contractual relationship with you.
Legal obligations, where we are required to process certain personal data to comply with legal or regulatory requirements, such as bookkeeping and tax rules, consumer protection law, or health and safety obligations.
Legitimate interests, where the processing is necessary for our legitimate business interests and these are not overridden by your rights and interests. This may include managing our relationship with you as a customer, improving our services, ensuring security and fraud prevention, and maintaining business records.
Consent, where we rely on your explicit agreement to process certain personal data for specific purposes that are not covered by other lawful bases, such as sending you certain types of marketing communications where required by law. When we rely on consent, you may withdraw your consent at any time.
5. How we use personal data
We use your personal data for the following purposes, to the extent that such use is necessary and lawful:
To provide and manage cleaning services, including handling bookings and scheduling, planning and delivering the services you request, and communicating with you about your appointments and any changes.
To respond to enquiries, provide quotations, and give you information about our services when you request it.
To manage payments and invoicing, including issuing invoices or receipts, keeping financial records, and confirming that payments have been made.
To maintain and improve our services by analysing service history, customer feedback, and general usage patterns, so that we can better understand customer needs and improve quality and efficiency.
To manage our relationship with you, including dealing with complaints, handling disputes, and providing customer support.
To comply with legal and regulatory requirements, including record-keeping, audit, tax, and accounting obligations.
To protect our business, our staff, and our customers, including fraud prevention, security measures, and the exercise or defence of legal claims.
6. Data retention
We only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.
In general, we keep customer contact and service records for a period that allows us to maintain a clear service history, respond to any follow-up requests, and comply with applicable laws. After this period, we either securely delete or anonymise your data so that it can no longer be linked to you.
The specific retention period may vary depending on the type of data and the context of the services performed. For example, financial records may be kept for a longer period to comply with tax and accounting rules, while routine enquiry records that do not result in an ongoing customer relationship may be retained for a shorter period.
7. Data processors and sharing of information
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may provide services such as payment processing, accounting support, information technology and hosting services, administration tools, or customer management systems.
When we use data processors, we ensure that there is a written agreement in place requiring them to process your personal data only in accordance with our instructions, to keep it secure, and to comply with relevant data protection laws. They are not allowed to use your personal data for their own purposes.
In some cases, we may also share your personal data with third parties who act as independent controllers, where this is necessary and lawful. Examples include professional advisers such as accountants or legal advisers, and relevant authorities, regulators, or law enforcement agencies where required by law or necessary for the protection of our rights or the rights of others.
We do not sell your personal data to third parties. Any sharing of data is limited to what is necessary and proportionate for the relevant purpose.
8. Data storage and security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures are designed to provide a level of security appropriate to the risks associated with the types of personal data we handle.
Access to personal data is limited to those members of staff and authorised third parties who need it to perform their roles. We require staff and processors to treat your information with confidentiality and to handle it with care and in line with this Privacy Policy and applicable laws.
9. International transfers
If we ever need to transfer your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information in accordance with data protection law. These safeguards may include relying on adequacy regulations, standard contractual clauses, or other lawful mechanisms. Where required, we will inform you about such transfers and the safeguards used.
10. Your data protection rights
As a customer or prospective customer in the Shepherd's Bush area, you have a number of rights in relation to your personal data under the UK General Data Protection Regulation and related legislation. These include:
The right of access, which allows you to request confirmation of whether we hold personal data about you and, if so, to receive a copy of that data and certain related information.
The right to rectification, which allows you to ask us to correct inaccurate personal data and to complete incomplete data.
The right to erasure, sometimes called the right to be forgotten, which allows you to ask us to delete personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no other lawful basis to continue processing it.
The right to restriction of processing, which allows you to ask us to limit the way we use your personal data in certain situations, such as while we are assessing a request for rectification or objection.
The right to object, which allows you to object to certain types of processing, including processing based on our legitimate interests and direct marketing. We will stop the processing unless we have compelling legitimate grounds or the processing is for the establishment, exercise, or defence of legal claims.
The right to data portability, which in certain circumstances allows you to receive personal data you provided to us in a structured, commonly used, and machine-readable format and to request that we transmit it to another data controller where technically feasible.
Where we rely on consent for processing, you also have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
11. How to exercise your rights
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the usual contact methods you use for Shepherd's Bush Cleaners. We may ask you to provide information to help us confirm your identity before we respond to your request. We aim to respond to all valid requests within the time limits set by law.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about the way we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly before you approach the authority.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable laws. When we make changes, we will revise the date of the most recent version and make the updated policy available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data as a customer of Shepherd's Bush Cleaners in the Shepherd's Bush area.
