Colliers Wood Cleaners Privacy Policy
This Privacy Policy explains how Colliers Wood Cleaners collects, uses, stores and protects personal data relating to customers and prospective customers within the Colliers Wood area. It is intended to be compliant with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Colliers Wood Cleaners customers in the area, regardless of the specific service they use.
Who We Are
Colliers Wood Cleaners is a cleaning services provider operating in and around Colliers Wood. For the purposes of data protection law, Colliers Wood Cleaners is the data controller in relation to the personal data described in this Privacy Policy, as it determines the purposes and means of processing that data.
Personal Data We Collect
We collect and process personal data that is necessary for us to provide our cleaning services, manage customer relationships, and meet our legal obligations. The categories of personal data we may collect include:
Identification and contact details, such as your full name, residential or business address, and general contact preferences.
Service information, such as the type of service requested, property access instructions where relevant, dates and times of bookings, frequency of services, and any specific notes you provide about cleaning requirements.
Billing and payment information, which may include invoicing details, payment history, and the method you use to pay for services. We do not store full payment card details if you pay by card; these are processed by our chosen payment service provider.
Communication records, comprising information contained in messages or correspondence between you and us, including service enquiries, complaints, feedback and any other communications.
Technical and usage information, which may include basic technical data collected when you visit our website, such as pages visited, time and date of access, and general interaction patterns, where this is necessary for the operation and security of our website.
How We Collect Personal Data
We collect personal data in a number of ways, including:
Directly from you when you contact us to request a quote, make a booking, provide feedback, or communicate with us by phone, in person, via a form or by other means.
Automatically when you use our website, through essential technical logs that support the security and proper functioning of the site.
From third parties where relevant and lawful, for example where an estate agency, landlord or property manager provides contact and property details to arrange cleaning services on your behalf.
Lawful Bases for Processing
We rely on the following lawful bases under data protection law to process your personal data:
Performance of a contract. We process personal data where it is necessary to enter into or perform a contract with you, for example to manage bookings, provide cleaning services, issue invoices and handle payments.
Compliance with legal obligations. We process personal data where this is required to meet our legal responsibilities, such as tax and accounting rules and other regulatory requirements.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. These legitimate interests include managing our operations, improving services, responding to enquiries, handling complaints, and protecting our business and customers from fraud and misuse.
Consent. In certain limited situations, we may ask for your consent to process your personal data, for example for specific forms of marketing communication where consent is required. Where we rely on consent, you can withdraw it at any time by contacting us using the details given in your service documentation or communications from us.
How We Use Personal Data
We use your personal data for the following purposes:
To provide and manage our cleaning services, including arranging appointments, accessing premises as agreed, delivering the services, and dealing with follow up visits.
To communicate with you about your bookings, changes to services, reminders, queries, feedback, and complaints.
To manage billing and payments, including issuing invoices, processing payments through third party payment processors, and maintaining accounting records.
To manage our relationship with you, including maintaining customer records, developing our services, and improving customer experience.
To ensure the security and proper functioning of our website and systems, and to protect our business from fraud and misuse.
To comply with legal and regulatory requirements, such as tax reporting obligations, and to cooperate with authorities where required by law.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected and to meet our legal, accounting and reporting obligations. The length of time we keep your personal data depends on factors such as the type of information, the nature of our relationship with you, and applicable legal requirements.
Customer and service records are generally kept for the duration of our relationship with you and for a period afterwards, typically up to six years, to comply with tax and accounting regulations and to handle any queries or disputes that may arise. In some cases, shorter or longer retention periods may apply where required or permitted by law.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to an identifiable individual.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where it is necessary for the purposes described in this Privacy Policy or where we are legally required to do so.
Service providers acting as data processors may process personal data on our behalf and under our instructions. These may include payment processing providers, IT and cloud service providers, accounting and bookkeeping support, and other professional service providers who help us run our business.
Where we engage processors, we take steps to ensure they provide appropriate safeguards, use the data only in accordance with our instructions and data protection law, and protect the data with suitable technical and organisational measures.
We may also share personal data with professional advisers, such as auditors or legal advisers, where this is necessary for the establishment, exercise or defence of legal claims or to obtain professional advice.
In limited circumstances, we may be required to disclose personal data to public authorities or law enforcement bodies where we are under a legal obligation to do so.
International Data Transfers
If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection law. These safeguards may include using countries with adequacy decisions, entering into standard contractual clauses, or using other legally recognised transfer mechanisms.
Security of Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, and limiting personal data access to staff and contractors who need it to perform their duties and are subject to confidentiality obligations.
While we strive to protect your personal data, no transmission of information over the internet or any storage system can be guaranteed as completely secure. You should take care in how you share information with us and notify us promptly of any concerns about possible misuse of your data.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data. Subject to certain conditions and exemptions, these include the following:
The right to be informed about how we use your personal data, which is the purpose of this Privacy Policy.
The right of access to the personal data we hold about you, including information about how we process it.
The right to rectification of inaccurate or incomplete personal data concerning you.
The right to erasure of your personal data, sometimes known as the right to be forgotten, where there is no longer a lawful basis for us to continue processing it.
The right to restrict processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
The right to data portability, allowing you to receive personal data that you have provided to us in a commonly used, machine readable format, and to transmit it to another controller where technically feasible and where processing is based on consent or contract and carried out by automated means.
The right to object to processing of your personal data where we rely on legitimate interests as the lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or where processing is necessary for legal claims.
Where we rely on consent, the right to withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
If you wish to exercise any of these rights, you can contact us using the contact details available in your service documentation or any communication you have received from us. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have concerns about how we handle your personal data, you can contact us using the contact details provided in your existing agreements, invoices or service communications. We will take your concerns seriously and aim to respond promptly.
You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner's Office, if you believe that your data protection rights have been infringed.
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 changes will take effect when the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
