Privacy Policy - Kensington Cleaners

This Privacy Policy explains how Kensington Cleaners collects, uses, stores, shares, and protects personal data relating to all Kensington Cleaners customers in area. It applies to all individuals who use our cleaning services, request quotations, make bookings, receive deliveries, or otherwise interact with Kensington Cleaners in area. We are committed to processing personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Kensington Cleaners provides professional cleaning services to residential and commercial customers. In the course of delivering these services, we may process personal data about customers, household members, authorised representatives, and other individuals connected with a booking or service request. We act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, and meeting legal and operational obligations. The categories of data we may collect include:

Identity details such as name, title, and, where relevant, business name.
Contact details such as address, telephone number, and email address.
Service information including booking details, property access instructions, service preferences, cleaning notes, and appointment history.
Payment information such as billing address, transaction records, and payment status. We do not store full card details where a third-party payment provider is used.
Communication records including enquiries, complaints, feedback, and correspondence.
Technical information such as IP address or device information when you interact with our digital systems, if applicable.
Special category data only where strictly necessary and where you voluntarily provide it, for example information about allergies, mobility needs, or access requirements relevant to service delivery.

We do not intentionally collect personal data unrelated to our services. You should only provide information that is necessary for us to carry out the service requested.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide cleaning services and fulfil bookings;
to communicate with customers about appointments, access arrangements, service changes, and billing;
to issue invoices, process payments, and maintain financial records;
to manage complaints, quality control, and customer support;
to comply with legal, regulatory, tax, and accounting obligations;
to protect our business, staff, customers, and property;
to improve our services and maintain internal records;
to handle disputes, claims, or insurance matters.

We will only use your data for the purposes described above or for closely related compatible purposes.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Kensington Cleaners relies on the following lawful bases:

a) Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, confirming appointments, and handling payment-related administration.

b) Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. This includes managing customer records, improving service quality, preventing fraud, maintaining security, and resolving disputes. We ensure that any such processing is proportionate and limited to what is necessary.

c) Legal Obligation

We process certain data to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements.

d) Consent

In limited cases, we may rely on consent, especially for optional communications or where you provide special category data that is not strictly required. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

e) Vital Interests

In exceptional circumstances, we may process data to protect someone’s vital interests, for example where urgent health or safety concerns arise during service delivery.

5. Sharing and Processors

We may share personal data with trusted third parties who act on our behalf or who assist us in delivering our services. These parties are known as processors when they process personal data under our instructions. Examples may include:

payment service providers;
IT, hosting, and software support providers;
accountants, auditors, and tax advisers;
customer relationship and scheduling tools;
professional advisers and insurers;
subcontracted cleaners or service partners, where needed to complete a booking;
regulatory, law enforcement, or public authorities where required by law.

All processors are required to protect personal data, process it only on our instructions, and use appropriate security measures. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reasons it is held.

Customer service and booking records are typically retained for the period needed to manage the relationship and handle follow-up matters.
Financial and invoicing records are retained in line with tax and accounting requirements.
Complaints, disputes, and incident records may be retained longer where necessary to establish, exercise, or defend legal claims.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in accordance with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis. While no system can be guaranteed to be completely secure, we continually review and improve our safeguards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits, these include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to restrict processing in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are generally intended for adult customers or authorised representatives. If we process information relating to a child, it will only be where necessary for service delivery and in accordance with applicable law. We do not knowingly collect children’s data for marketing purposes.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Scope of This Policy

This Privacy Policy applies to all Kensington Cleaners customers in area and governs the personal data processed in connection with our cleaning services. By using our services, you acknowledge that you have read and understood this policy and that your personal data will be handled in the manner described above.

Summary: Kensington Cleaners explains how it collects, uses, shares, retains, and protects customer data, with lawful bases and user rights for all customers in area.