Bayswater Cleaner Privacy Policy

This Privacy Policy explains how Bayswater Cleaner collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. We are committed to handling your information in accordance with the General Data Protection Regulation and applicable UK data protection law.

By using our cleaning services, requesting a quote, or otherwise interacting with Bayswater Cleaner, you acknowledge that you have read this Privacy Policy and understood how your personal data may be processed.

Scope and who this policy applies to

This Privacy Policy applies to all Bayswater Cleaner customers, including residential and commercial clients, and to individuals who contact us to enquire about our services within the area in which we operate. It also applies to individuals whose data we process as part of providing cleaning services, such as key holders, property managers, or authorised representatives nominated by our customers.

Types of personal data we collect

We may collect and process the following categories of personal data:

Identification and contact details: name, address, property access details (such as floor or building information), billing address, and preferred contact methods.

Communication data: information contained in emails, messages, letters, and any notes from telephone or in-person conversations relevant to providing our services.

Service information: details of the cleaning services requested, property type and size, frequency of cleaning, special instructions, and any information needed to carry out services safely and effectively.

Payment and transaction data: records of payments for services, dates and amounts of transactions, and relevant invoicing information. We do not store full payment card details; where card payments are used, these are processed by our chosen payment service provider.

Technical and usage data: limited technical information generated when you interact with our website or online tools, such as the date and time of visits and basic device and browser information, to help operate and improve our online services.

Risk and incident information: information about health and safety issues, insurance claims, complaints, or incidents at properties we service, where relevant.

How we collect personal data

We collect personal data in several ways:

Directly from you when you contact us by phone, online forms, or in writing to request quotes, book services, or update your details.

During the provision of services when our staff attend your premises and you provide additional instructions or information.

From third parties where necessary, for example from landlords, letting or managing agents, or an employer who arranges cleaning services on your behalf and provides your contact details and access information.

Automatically through limited technical data when you access our website or any online booking tools we may provide.

Lawful bases for processing your data

We only process personal data when we have a valid lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract: where the processing is necessary to enter into and perform a contract for cleaning services with you, including handling bookings, providing services at your premises, issuing invoices, and managing payments.

Legal obligation: where we must process certain information to comply with legal and regulatory requirements, such as tax and accounting rules or obligations arising from health and safety law.

Legitimate interests: where processing is needed for our legitimate business interests and these are not overridden by your rights and interests. This may include managing our customer relationships, improving our services, ensuring the security of our staff and customers, handling enquiries and complaints, and maintaining appropriate records.

Consent: in limited situations where we ask for your consent, for example for certain types of direct marketing communications that go beyond what is necessary for our contractual relationship. Where processing is based on consent, you can withdraw it at any time.

How we use your personal data

We use personal data for the following purposes:

To provide and manage cleaning services, including scheduling visits, accessing properties, following customer instructions, and tailoring services to your requirements.

To communicate with you about bookings, changes to appointments, service updates, pricing, or terms and conditions.

To issue quotes, invoices, and receipts, process payments, and manage any refunds, disputes, or queries relating to transactions.

To manage our relationship with you, including handling feedback, questions, or complaints and resolving issues.

To improve our services, for example by reviewing customer feedback or usage trends to help us enhance efficiency and service quality.

To maintain appropriate health and safety standards for both customers and staff, including risk assessments where required.

To meet our legal and regulatory obligations and to cooperate with law enforcement or regulators where we are legally required to do so.

Data retention and storage

We keep personal data only for as long as necessary for the purposes for which it was collected, including any periods required to meet legal, accounting, or reporting obligations.

As a general guideline, customer and service records are normally retained for a period that allows us to respond to queries, handle potential complaints, and meet tax or financial record-keeping requirements. After this period, data will be securely deleted or anonymised so that it can no longer be linked to you.

We store personal data on secure systems with appropriate technical and organisational measures to protect it against loss, misuse, unauthorised access, or disclosure. Access to your data is restricted to authorised personnel who need it for legitimate business purposes.

Use of processors and third parties

We may share limited personal data with carefully selected third-party service providers who act as data processors on our behalf. These may include:

IT and cloud service providers who host or support our business systems and data storage.

Payment service providers who process card or electronic payments.

Professional advisers such as accountants or legal advisers, where necessary.

These processors are only permitted to process personal data in accordance with our written instructions and must implement appropriate security measures. They are not allowed to use your data for their own independent purposes.

We may also share data where required by law, for example with law enforcement agencies, regulators, or courts, or where it is necessary to protect our rights, property, or the safety of our staff or customers.

International data transfers

Where our use of processors or systems involves transferring personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place. These safeguards may include using countries recognised as providing an adequate level of data protection or using standard contractual clauses approved by relevant authorities.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

Right of access: you can request confirmation that we process your personal data and obtain a copy of the information we hold about you.

Right to rectification: you can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where the data is no longer needed for the original purpose.

Right to restriction of processing: you can request that we limit the way we use your data in certain situations.

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 can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds. You also have the right to object at any time to direct marketing.

Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

How to exercise your rights or ask questions

If you wish to exercise any of your rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our main website or through our usual customer communication channels.

When making a request, we may need to verify your identity to ensure that we are dealing with the correct individual. We will respond to your request within the time limits set by data protection law.

Complaints

If you are concerned about how we handle your personal data, we encourage you to contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the jurisdiction where you live, work, or where you believe an infringement has taken place.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data, or legal requirements. Any updated version will be made available through our usual customer communication channels and will take effect from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your data.