Paddington Cleaners Privacy Policy

This Privacy Policy explains how Paddington Cleaners collects, uses, stores and protects personal data relating to all customers within our service area. It also describes the lawful bases on which we process personal data, how long we keep it, when we share it with trusted processors and the rights you have under the UK General Data Protection Regulation and other applicable data protection laws.

Scope of this Privacy Policy

This Privacy Policy applies to all existing and prospective customers of Paddington Cleaners located within our operating area, including customers who contact us for enquiries, obtain quotations, book services, receive services at their home or business premises, or otherwise interact with us in person, by phone, through messaging, or through any digital or online tools that we may use.

Data Controller

Paddington Cleaners is the controller of the personal data described in this Privacy Policy. As controller, Paddington Cleaners determines the purposes and means of processing your personal data and is responsible for ensuring that such processing complies with applicable data protection law.

Personal Data We Collect

We collect and process different categories of personal data, depending on how you interact with us and which services you use. This may include:

Identification and contact details: name, title, address, billing address, service address, and contact preferences.

Communication data: information you provide when contacting us for enquiries, complaints, feedback or support, and records of our communications with you.

Service and transaction data: details of the cleaning or related services you request and receive, service dates and times, property access instructions you choose to provide, transaction history and payment-related records kept for our own accounting purposes.

Technical and usage data: limited technical information that may be created when you interact with any online or digital tools we use, such as timestamps, basic device or browser information, and interaction logs where necessary for security, troubleshooting or service delivery.

Preference data: any preferences you choose to share with us, such as preferred service times, specific cleaning instructions or communication preferences.

How We Collect Personal Data

We may collect personal data directly from you when you contact us, request a quote, book a service, provide instructions at your premises or correspond with us in any way. We may also generate personal data in the course of providing services, such as records of work performed. Where appropriate and lawful, limited data may be obtained from publicly available sources, or from third parties acting on your behalf, for example a property manager or landlord arranging services for you.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. For Paddington Cleaners, the main lawful bases are:

Performance of a contract: We process personal data to provide our services to you, including handling bookings, managing access to your premises, carrying out cleaning or related services, issuing invoices, taking payments through our chosen payment processors and providing customer support.

Legitimate interests: We may process personal data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, maintaining accurate records, protecting the security of our systems and premises, preventing fraud, and handling customer feedback and complaints.

Legal obligations: We process certain personal data to comply with legal and regulatory obligations, for example keeping appropriate financial and tax records, responding to lawful requests from authorities and complying with health and safety requirements.

Consent: In some cases we may rely on your consent, for example for certain types of direct marketing communications. Where we rely on consent, you can withdraw your consent at any time by contacting us or by using any clear opt-out mechanism provided.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning and related services that you request or that are arranged on your behalf.

To communicate with you about appointments, access arrangements, service changes, invoices, payments and service-related information.

To respond to enquiries, handle complaints, resolve issues and improve the quality of our customer service.

To manage our business operations, including accounting, auditing, reporting, risk management and quality assurance.

To send you information about our services that may be of interest to you, where permitted by law and in line with your communication preferences.

To comply with our legal and regulatory obligations and to cooperate with lawful requests from authorities where required.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by law. Retention periods are determined by considering the type of data, the purpose for which it is processed, legal requirements and the potential need to refer back to the data in the event of queries, disputes or claims.

Generally, we retain core customer and transaction information for as long as you remain a customer and for a reasonable period afterwards, in line with applicable limitation periods and tax or accounting rules. Communication records may be kept for a shorter or longer period depending on their relevance. When personal data is no longer required, we will securely delete or anonymise it.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with carefully selected third parties who act as processors on our behalf. These processors are engaged to provide services necessary to operate our business and deliver services to you. Categories of processors may include:

Payment processing and financial service providers used to process customer payments securely.

Information technology service providers, including hosting, cloud storage, customer management tools and communication platforms.

Professional advisers, such as accountants or legal advisers, where reasonably necessary for business management and compliance.

Each processor is required to process personal data only on our instructions, to maintain appropriate security measures and to comply with applicable data protection law.

We may also disclose personal data where required to comply with legal obligations, to protect our rights or property, or to protect the safety of our staff, customers or the public.

International Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by our processors, such transfers will be carried out in compliance with applicable data protection laws. This may involve using standard contractual clauses or other appropriate safeguards to ensure that your personal data remains adequately protected.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption where appropriate, staff training and regular review of our security practices. While we strive to protect personal data, no system can be fully secure and we cannot guarantee absolute security.

Your Data Protection Rights

As a customer of Paddington Cleaners within our service area, you have a number of rights in relation to your personal data, subject to certain conditions under data protection law. These rights include:

Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, together with information about how we use it.

Right to rectification: You can ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent.

Right to restriction: You can request that we restrict the processing of your personal data in certain situations, for example while we investigate a concern about accuracy.

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 personal data you have provided to us in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible.

Right to object: You can object at any time to processing of your personal data based on our legitimate interests, including direct marketing. If you object to direct marketing, we will stop that processing.

Right to withdraw consent: Where we rely on consent, you can withdraw that 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 a supervisory authority if you believe that your personal data has not been handled in accordance with data protection law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities or legal requirements. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.