Privacy Policy
Elephant and Castle Cleaners Privacy Policy
This Privacy Policy explains how Elephant and Castle Cleaners collects, uses, stores and protects personal data relating to customers and prospective customers in the Elephant and Castle area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Elephant and Castle Cleaners customers, as well as individuals who enquire about or use our cleaning services in the Elephant and Castle area. It covers personal data collected through our in-person interactions, telephone conversations, written correspondence, and any online or digital channels we may use to communicate with you.
Data Controller
Elephant and Castle Cleaners is the data controller in relation to the personal data we collect and process about you. As the data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.
Personal Data We Collect
We collect and process different types of personal data depending on how you use our services. The categories of data we may collect include the following.
Identity and contact details such as your name, address, billing address, and general contact details necessary to communicate with you regarding bookings and services.
Service and booking information such as preferred dates and times for cleaning, property access instructions, information about the type and size of the premises to be cleaned, and any special requirements that you communicate to us.
Payment information such as transaction details, payment method and related billing information. We do not store full payment card details if third party payment providers are used, but we may receive confirmation that a payment has been made or declined.
Communication records including information contained in emails, letters, messages, and any notes relating to your enquiries, bookings, feedback or complaints.
Technical and usage data where applicable, such as general information about how you interact with any online platforms we operate. This may include log data and similar information to ensure the security and proper functioning of our services.
How We Collect Your Data
We may collect personal data directly from you when you request a quote, make a booking, provide feedback, contact us with a question or complaint, or otherwise communicate with us. We may also receive personal data from third parties such as payment providers or booking platforms that you use to arrange our services, to the extent they share such data with us in accordance with data protection law.
Lawful Bases for Processing
We will only process your personal data where we have a valid lawful basis to do so. Depending on the circumstances, the lawful bases we rely on include the following.
Performance of a contract. We process personal data where it is necessary to enter into or fulfil our contract with you, for example to provide cleaning services, manage bookings, take payment, or respond to your service related requests.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This includes managing and improving our services, handling enquiries and complaints, ensuring security, and maintaining appropriate business records.
Legal obligations. We process personal data when it is necessary to comply with legal and regulatory obligations, such as record keeping, tax, and accounting requirements.
Consent. In limited cases, we may rely on your consent, for example for specific optional communications. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before consent was withdrawn.
How We Use Your Personal Data
We use your personal data for the purposes described in this Privacy Policy and in particular to provide and manage our cleaning services. This may include confirming and managing bookings, communicating with you about appointments, issuing invoices, processing payments, and dealing with any changes, cancellations or customer service queries.
We also use your details to improve our services, train staff, manage our operations, and maintain appropriate accounting and administrative records. Where permitted, we may use your information to contact you about services that are similar to those you have already purchased or enquired about, provided you have not opted out of such communications.
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 data processors on our behalf. These processors may provide services such as payment processing, booking or scheduling systems, customer relationship management systems, secure data storage, IT support, and accounting or administrative services.
Where we use processors, we ensure that appropriate contractual and security measures are in place so that your personal data is processed only in accordance with our instructions, for the purposes set out in this Privacy Policy, and with suitable technical and organisational safeguards.
We may also share your personal data where required to do so by law, for example with regulatory bodies, law enforcement agencies, or tax authorities, or in connection with legal proceedings or the protection of our legal rights.
International Transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is adequately protected in accordance with applicable data protection law. This may include relying on adequacy regulations, using standard contractual clauses or implementing other recognised safeguards.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting or reporting requirements. In determining appropriate retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, our business needs, and applicable legal obligations.
In general, we keep customer account and booking records for a period that allows us to respond to queries and comply with tax and accounting rules. After the relevant retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. These measures may include access controls, secure storage, staff training, and maintaining procedures to deal with suspected data breaches. While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.
Your Data Protection Rights
Under data protection law, you may have a number of rights in relation to the personal data we hold about you. These rights may include the following, subject to applicable legal conditions and exemptions.
Right of access. You may have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain other information.
Right to rectification. You may have the right to request correction of inaccurate personal data and to have incomplete data completed.
Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to our processing.
Right to object. You may have the right to object to processing based on our legitimate interests, including profiling, on grounds relating to your particular situation. You also have the right to object at any time to the use of your personal data for direct marketing.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may 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 transmit it to another organisation where technically feasible.
If you wish to exercise any of these rights, we may need to verify your identity before acting on your request. We will respond in accordance with applicable legal timeframes and requirements.
Complaints and Supervisory Authority
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can attempt to resolve the matter. You also have the right to lodge a complaint with the relevant supervisory authority responsible for data protection matters in the United Kingdom.
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 updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
