Privacy Policy - Kennington Cleaner

Effective Date: This Privacy Policy explains how Kennington Cleaner collects, uses, stores, and shares personal data relating to all Kennington Cleaner customers in the area. It applies to customers, prospective customers, and other individuals who interact with our cleaning services.

Kennington Cleaner is committed to handling personal data fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This Privacy Policy applies to all Kennington Cleaner customers in area, including individuals who request quotes, make bookings, receive cleaning services, or otherwise communicate with us in connection with our services. It also applies to anyone whose information is provided to us in connection with a service arrangement, such as tenants, landlords, property managers, or other authorised representatives.

By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Information We Collect

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

Identity details: name, title, and any other information needed to identify you.
Contact details: address, email address, telephone number, and service location details.
Booking and service information: appointment dates, service preferences, access instructions, and records of services provided.
Payment-related information: payment status, billing records, and limited transaction details. We do not retain full card information where payment services are handled by a third-party provider.
Communication records: enquiries, complaints, feedback, and correspondence with us.
Technical information: basic information such as device or browser data if you interact with our digital systems, where applicable.
Special category data: we do not intentionally collect sensitive personal data unless it is necessary and you choose to provide it, for example if it is relevant to access arrangements or health-related instructions for a cleaning visit.

We only collect data that is necessary, relevant, and limited to the purpose for which it is obtained.

3. How We Use Your Personal Data

Kennington Cleaner processes personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings, changes, cancellations, and service delivery;
to communicate with customers about appointments and service updates;
to process payments, refunds, and invoices;
to maintain service records and improve customer service;
to deal with complaints, disputes, and follow-up actions;
to comply with legal, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security issues;
to analyse service performance and make operational improvements.

We will not use personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Kennington Cleaner relies on the following bases depending on the context:

4.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, confirming arrangements, and processing payments.

4.2 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes maintaining records, improving services, handling complaints, preventing fraud, and ensuring the safe and efficient operation of our business.

4.3 Legal Obligation

We may process personal data where necessary to comply with legal obligations, including tax, accounting, and record-keeping requirements, as well as responding to lawful requests from public authorities.

4.4 Consent

In limited situations, we may rely on your consent, for example where we need to process optional information that is not required for our contract or legal duties. Where we rely on consent, you may withdraw it at any time.

If we process any special category data, we will only do so where an additional lawful condition applies under UK GDPR.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver and manage our services. These third parties act as processors when they process data on our behalf, and they are required to protect your information and use it only for the services they provide to us.

Examples of processors may include:

IT and cloud service providers;
booking or scheduling platforms;
payment service providers;
email and communication service providers;
accountants, auditors, or payroll providers;
customer support and administrative service providers;
professional advisers such as lawyers or insurers, where necessary.

We may also disclose personal data where required by law, by a court, or by a regulatory authority, or where necessary to protect our rights, property, staff, customers, or the public.

We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

Customer service and booking records: retained for as long as needed to manage the service relationship and resolve any issues.
Financial and tax records: retained in line with statutory requirements.
Complaints and correspondence: retained for a reasonable period to evidence handling and support customer care.
Consent-based data: retained until consent is withdrawn or the data is no longer needed.

When data is no longer required, it will be securely deleted, anonymised, or archived where appropriate.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of data handling practices.

While we work to protect your information, no system can be guaranteed to be completely secure.

8. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection law.

9. Your Rights

As a data subject under UK GDPR, you have the following rights in relation to your personal data, subject to certain conditions and exemptions:

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 where appropriate.
Right to restriction: to request limited processing in certain circumstances.
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.
Right to withdraw consent: where processing is based on consent.

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.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a service arrangement and is necessary for that purpose.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updated version will apply from the date it is published or otherwise communicated.

12. Summary of Our Commitment

Kennington Cleaner is committed to using personal data responsibly, lawfully, and securely. We only collect data we need, use it for clear purposes, share it with trusted processors where necessary, and retain it only for as long as required. This policy applies to all Kennington Cleaner customers in area and is intended to ensure that your personal information is treated with care and respect.