Privacy Policy

Richmond Cleaner Privacy Policy

This Privacy Policy explains how Richmond Cleaner collects, uses, stores, and protects personal data of its customers and prospective customers in the Richmond area. It also explains your rights under the UK General Data Protection Regulation and relevant data protection laws. This policy applies to all Richmond Cleaner customers and users of our services within our service area.

Who we are and scope of this policy

Richmond Cleaner is a cleaning service provider operating in the Richmond area. For the purposes of data protection law, Richmond Cleaner is the data controller in respect of the personal data described in this Privacy Policy. This Privacy Policy applies to all individuals whose personal data we process in connection with enquiries about our services, bookings, contracts, and related customer support activities.

Personal data we collect

We only collect personal data that is necessary for us to provide and manage our services. The types of personal data we may collect include:

Identification details such as your full name and title. Contact details such as your home or business address in the Richmond area, billing address, and any alternative contact address you choose to provide. Communication details such as your preferred method of contact and the content of communications you send to us, including enquiries, feedback, and complaints. Service information including details of the cleaning services you request, property access instructions that you choose to share, room or property descriptions relevant to the service, and scheduling preferences. Transaction information such as records of services provided, payment status, invoices, and details needed to process and reconcile payments. Technical and usage information such as basic information about how you interact with our website or digital communications, for example pages visited and dates of visits, to help us improve our services. Any other information you voluntarily provide to us when communicating with our team or completing forms related to our services.

How we collect personal data

We collect personal data directly from you when you contact us to request information, a quote, or a booking. This may occur by telephone, in person, through online forms, or through written correspondence. We may also collect personal data when you use our website, respond to our communications, or interact with our team in the course of receiving services. In some cases, we may receive personal data indirectly, for example when a person books a cleaning service on your behalf and provides your details as the service contact or property occupant. When this happens, we take reasonable steps to inform you that your personal data has been received and to provide this Privacy Policy.

Lawful bases for processing your personal data

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

Performance of a contract where processing is necessary to enter into or perform a contract with you, for example to provide cleaning services, manage bookings, and handle payments. Compliance with legal obligations where we must process certain data to comply with legal and regulatory requirements, for example maintaining accounting records and cooperating with law enforcement authorities when legally required. Legitimate interests where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. These interests include managing our relationship with you, improving our services, handling queries and complaints, and maintaining the security of our operations. Consent where you have given your explicit consent to a specific type of processing, such as receiving certain types of marketing communications. You may withdraw your consent at any time, and we will explain how to do this whenever we ask for consent.

Purposes for which we use personal data

We use the personal data we collect for the following purposes:

To provide and manage cleaning services you request, including arranging appointments, visiting your property, and completing agreed work. To communicate with you about enquiries, quotations, bookings, changes to appointments, and service updates. To manage our relationship with you, including handling queries, feedback, and complaints in a timely and professional manner. To process payments, issue invoices, and maintain financial and accounting records. To improve our services, including monitoring service quality and customer satisfaction. To maintain the security of our staff, customers, and property, for example by keeping appropriate records of service locations and schedules. To meet our legal and regulatory obligations and to defend or establish legal claims where necessary.

Data retention and how long we keep your data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements. In determining appropriate retention periods, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, and whether we can achieve those purposes by other means.

In general, enquiry records and routine correspondence may be kept for a limited period after our last interaction with you, typically up to two years, unless a longer period is required for legal reasons. Customer and contract records, including details of services provided and payment information, may be kept for a longer period, generally in line with applicable limitation periods and financial recordkeeping requirements. When personal data is no longer required, we will delete or anonymise it in a secure manner.

Sharing your personal data and use of processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy and where we have a lawful basis. These may include:

Service providers acting as data processors who provide services such as payment processing, accounting support, secure data hosting, information technology support, or customer management systems. Professional advisers including accountants, auditors, and legal advisers, where this is necessary to obtain professional advice or manage legal obligations. Public authorities, regulators, or law enforcement bodies where we are required to do so by law or in order to protect our rights, property, or the safety of our staff and customers.

When we use data processors, we remain responsible for your personal data and ensure that appropriate contracts and safeguards are in place. These require processors to act only on our instructions, to keep your data secure, and to comply with data protection law.

International transfers

Where possible, we seek to keep your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data to a country outside these areas, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses approved by data protection authorities or other mechanisms recognised by law as providing an adequate level of protection for personal data.

Your data protection rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these include:

The right of access to obtain confirmation that we process your personal data and to request a copy of that data. The right to rectification to request that we correct or complete inaccurate or incomplete personal data. The right to erasure to request that we delete your personal data where there is no longer a lawful basis for us to retain or process it. The right to restrict processing to request that we limit the way we use your personal data in certain circumstances. The right to data portability to receive certain personal data in a structured, commonly used, and machine readable format and to request that this data be transmitted to another controller where technically feasible. The right to object to processing based on our legitimate interests and to object at any time to the use of your personal data for direct marketing. The right to withdraw consent where processing is based on your consent. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

If you wish to exercise any of these rights, you may contact us using the contact details provided on our website or in your service documentation. We may need to verify your identity before responding to your request, and we will respond within the time limits set by law.

Security of your personal data

We take the security of your personal data seriously and implement appropriate technical and organisational measures designed to protect it from unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, staff training, and procedures to deal with any suspected personal data breach. While we take reasonable steps to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any changes will be effective when the updated policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we process and protect your personal data.