Privacy Policy
Highbury Cleaners Privacy Policy
This Privacy Policy explains how Highbury Cleaners collects, uses, stores and protects personal data about its customers. It applies to all Highbury Cleaners customers within our service area, whether you contact us online, by phone, or in person, and whether you use our services once or on a recurring basis.
Highbury Cleaners is committed to complying with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. We want you to understand what data we collect, the purposes for which we use it, how long we keep it, and the rights you have in relation to your personal data.
Data Controller
For the purposes of data protection law, Highbury Cleaners is the data controller in respect of the personal data that we collect and process about our customers within our service area. This means we decide how and why your personal data is used and are responsible for safeguarding it in line with legal requirements.
Personal Data We Collect
We only collect personal data that is necessary for us to provide our cleaning services, manage our relationship with you, and comply with our legal obligations. The types of personal data we may collect include:
Identification and contact information, such as your name, postal address, property access details where relevant, and any other contact information you choose to provide.
Service and booking details, such as dates and times of appointments, type of cleaning service requested, instructions you provide, information about your property relevant to the service, and records of previous visits.
Payment and billing information, such as billing address and records of payments received and amounts owed. We do not store full card details when payments are processed via third party payment services.
Communication records, such as emails or other correspondence with you, including any queries, complaints, or feedback.
Technical and usage information, such as basic information about how you interact with our website or online tools where applicable, including pages visited and time spent on them. This may involve the use of cookies or similar technologies, in accordance with applicable laws.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide information in the course of us delivering our services at your premises.
We may collect data indirectly where it is provided by someone else arranging services on your behalf, for example a landlord, tenant, or family member providing your contact and address details so that we can deliver services at a particular property.
We may also receive limited information from third parties, such as payment processors or online booking tools, where this is necessary to complete your booking or payment.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so, as required by data protection law. Depending on the activity, we may rely on one or more of the following lawful bases:
Contractual necessity: we process your data where it is necessary to enter into or perform a contract with you, such as to provide cleaning services, manage bookings, and handle payments.
Legitimate interests: we may process your data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. Examples include improving our services, keeping records of work carried out, and managing business operations.
Legal obligations: we may process your data where it is necessary to comply with legal and regulatory requirements, such as tax and accounting rules or responding to lawful requests from authorities.
Consent: in limited cases, we may rely on your consent, for example for certain types of direct marketing communications. Where we rely on consent, you may withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide cleaning services at your property, including arranging access, understanding your requirements, and carrying out the agreed work.
To manage bookings and customer accounts, including confirming appointments, rescheduling services, and communicating about your service.
To process payments, issue invoices or receipts, and manage any refunds or disputes.
To respond to enquiries, requests, complaints, or feedback, and to provide customer support.
To maintain internal records for business administration, performance monitoring, financial management, and planning.
To comply with legal and regulatory requirements, including tax, accounting, and audit obligations.
To protect our rights, property, staff, and customers, for example in cases of non payment, misuse of services, or legal claims.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, service and account records are retained for as long as you remain a customer and for a period afterwards to manage any queries, complaints, or legal claims.
Financial and transaction records are usually retained for a minimum period required by law for tax and accounting purposes.
Where personal data is no longer required for the purposes for which it was collected, we will delete it or anonymise it so that it can no longer identify you.
Data Processors and Sharing of Personal Data
We may share your personal data with selected third parties who act as data processors on our behalf. These processors only process your data according to our instructions and are required to protect it in line with data protection law.
Examples of data processors we may use include:
Payment service providers that process card or electronic payments on our behalf.
Accounting or invoicing service providers that help us manage our financial records.
IT, hosting, and software providers that support our website, booking tools, email, and data storage systems.
We may also share personal data with:
Professional advisers such as accountants or legal advisers, where necessary for advice or to protect our legal rights.
Law enforcement bodies, regulators, or other authorities where required by law or in connection with legal proceedings or investigations.
We do not sell your personal data to third parties.
International Transfers
Some of our service providers may store or process personal data outside the United Kingdom. Where this occurs, we take steps to ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, such as the use of approved contractual terms or working with providers in territories that have been recognised as providing an adequate level of data protection.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and internal procedures designed to limit access to personal data to those who need it for legitimate business purposes.
While we take reasonable steps to safeguard your data, no system or transmission of information via the internet can be completely secure. You are responsible for keeping any passwords or access details you use confidential.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights apply to all Highbury Cleaners customers within our service area, subject to certain conditions and legal exemptions.
Right of access: you have the right to request a copy of the personal data we hold about you and information about how we use it.
Right to rectification: you have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you have the right to ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected.
Right to restriction of processing: you have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection you have raised.
Right to object: you have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis, including for certain types of direct marketing.
Right to data portability: in some circumstances, you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine readable format and to request that we transfer it to another controller.
Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before your withdrawal.
Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the contact details provided in our customer communications or on our website. We may need to verify your identity before responding to certain requests to protect your privacy.
We aim to respond to all valid requests within the time period required by law. If you are not satisfied with our response, you also have the right to lodge a complaint with the relevant data protection supervisory authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any updated policy will apply to all current and future customers within our service area from the date it is published. We encourage you to review this Privacy Policy periodically so that you remain informed about how we use and protect your personal data.
