Finchley Cleaners Privacy Policy
This Privacy Policy explains how Finchley Cleaners collects, uses, stores and shares personal data relating to our customers. It applies to all Finchley Cleaners customers located in our service area, whether you contact us online, by message, or in person, and whether you are a residential or business customer.
We are committed to protecting your privacy and handling your personal data in a transparent and lawful way in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who This Privacy Policy Applies To
This Privacy Policy applies to all current and former customers of Finchley Cleaners in our operating area, as well as individuals who make enquiries about our cleaning services even if they do not proceed with a booking. It also applies to individuals who act on behalf of a business customer, such as office managers or property managers.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, title, address, and any preferred contact details you provide when you enquire or make a booking.
Booking and service information, such as details of the property to be cleaned, access instructions, the type of service requested, date and time of visits, frequency of cleaning, and any special instructions you choose to provide.
Billing and payment details, such as the amount charged, payment status and basic transaction references. Where payments are processed through third party payment services, we do not receive or store full payment card details.
Communication records, such as messages you send to us, feedback or complaints, and any notes we make about our interactions with you in order to manage your booking and provide customer support.
Operational information, such as which staff attended your premises, time of arrival and departure, and the status of the service provided.
Technical data, where relevant, such as basic device and browser information from your interactions with our online presence or digital communications, to help us operate and secure our services.
Lawful Bases for Processing Your Data
We will only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following bases:
Contract: We process your personal data where it is necessary to enter into or perform a contract with you, for example to accept and manage your booking, carry out cleaning services, and process payments.
Legal obligation: We process your data where it is necessary to comply with legal obligations, such as maintaining tax and accounting records or complying with law enforcement requests when required by law.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and where these are not overridden by your rights and interests. This includes managing our schedule and workforce, improving our services, handling customer queries, ensuring security of staff and customers, and defending legal claims.
Consent: In limited situations, we may rely on your consent, for example where you have specifically asked to receive certain types of optional communications that are not necessary for providing the service. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data to provide and manage our cleaning services and to maintain our relationship with you. This includes:
Handling enquiries, providing quotations and responding to requests for information about our services.
Setting up, managing and fulfilling bookings, including scheduling visits, allocating staff, and providing instructions to our cleaning teams.
Processing invoices and payments, and maintaining accurate financial records.
Communicating with you about your bookings, including confirmations, reminders, updates or changes to your service.
Dealing with feedback, complaints or disputes, and taking steps to improve our services and customer experience.
Maintaining business records, accounts and management information necessary for running our business.
Ensuring the security and safety of our staff and customers when attending properties.
Complying with applicable laws, regulations and guidance, and cooperating with regulators and law enforcement when required.
Data Sharing and Processors
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:
IT and software providers that supply systems we use to manage bookings, schedules, customer records and communications.
Payment and invoicing service providers that process or facilitate payments and help us manage billing and accounting.
Professional advisers such as accountants or legal advisers, but only where necessary and subject to confidentiality obligations.
Service providers that support our business operations, such as secure data storage or document management services.
We ensure that all processors are bound by written contracts requiring them to process your personal data only on our instructions, to protect it appropriately, and not to use it for their own purposes.
We may also share personal data where necessary with law enforcement agencies, regulators, courts or other public authorities where we are legally required to do so or where it is necessary to protect our rights or the rights of others.
Data Retention
We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy and in line with legal and regulatory requirements.
Customer and booking records are generally kept for the duration of our relationship with you and for a period after the end of the relationship, to respond to queries, resolve disputes, demonstrate compliance and meet legal retention requirements.
Accounting, tax and transaction records are usually retained for the period required by law after the end of the relevant financial year.
Communications and correspondence may be retained for a period that reflects the time during which any issues or complaints might reasonably arise and need to be addressed.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.
International Transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, or store data in such locations, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using standard contractual clauses or relying on other appropriate safeguards permitted by data protection law.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures may include restricted access to systems, secure storage, confidentiality obligations for our staff and regular review of our security arrangements.
While we use reasonable efforts to protect your data, no system can be completely secure. You should also take steps to protect your own data, such as keeping your devices secure and not sharing sensitive information unnecessarily.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Finchley Cleaners customers in our service area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request confirmation as to whether we process your personal data and to receive a copy of that data, along with 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 request that we delete your personal data. This right is not absolute and may not apply where we need to retain the data for legal or legitimate business reasons.
Right to restriction: You may have the right to request that we restrict the processing of your personal data in specific situations, for example while we consider a request to rectify it.
Right to object: Where we process your personal data on the basis of our legitimate interests, you may have the right to object to that processing. We will then consider whether our interests override your rights and freedoms or whether we must stop the processing.
Right to data portability: In certain cases, 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 request that we transfer it to another controller where this is technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve your concerns.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will take effect when the updated version is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
