Privacy Policy

Swiss Cottage Cleaner Privacy Policy

This Privacy Policy explains how Swiss Cottage Cleaner collects, uses, stores, and protects personal data of its customers. It applies to all Swiss Cottage Cleaner customers within our service area, including prospective, current, and former customers who interact with us in any way, whether online, by phone, or in person.

Swiss Cottage Cleaner is committed to complying with the General Data Protection Regulation and applicable UK data protection laws. We handle all personal data lawfully, fairly, and transparently, and only for specified, explicit, and legitimate purposes.

Data Controller

Swiss Cottage Cleaner is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Scope and Applicability

This Privacy Policy applies to all Swiss Cottage Cleaner customers and potential customers within our service area. It covers personal data collected through our website, booking systems, contact forms, written correspondence, and direct communications such as telephone or face-to-face enquiries.

Types of 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, address, and any other contact details you provide when making an enquiry or booking a service.

Service-related information, such as details of the property or premises to be cleaned, access instructions that you choose to provide, preferred dates and times, and records of the services we have provided to you.

Billing and payment information, such as payment transaction details and invoicing information. We do not store complete card numbers or full payment credentials; where card payments are taken, these are processed securely by our payment service providers.

Communication records, such as emails, messages, and notes of telephone conversations or other interactions regarding your enquiries, bookings, or feedback.

Technical and usage data, such as basic information about how you use our website or online tools, where this is collected through essential or strictly necessary cookies or logging systems. This may include device information, approximate location, and times of access.

Lawful Bases for Processing

We only process your personal data where we have a valid lawful basis to do so under data protection law. Depending on the context, we may rely on the following bases:

Performance of a contract: When processing your personal data is necessary in order to provide our cleaning services, manage your bookings, respond to your requests, and fulfil our contractual obligations to you.

Compliance with a legal obligation: When we are required to process certain data to comply with legal or regulatory duties, such as accounting, taxation, or responding to lawful requests from authorities.

Legitimate interests: When we have a legitimate business interest in processing your data that is not overridden by your rights and interests. This may include managing our relationship with you, improving our services, handling customer queries, and maintaining business records.

Consent: In limited cases, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries, provide quotations, confirm bookings, and deliver our cleaning services.

To manage customer accounts, arrange access to properties, and coordinate service schedules.

To issue invoices, process payments, manage refunds where applicable, and maintain financial records.

To communicate with you about your bookings, changes to services, important updates, and essential customer information.

To handle complaints, resolve disputes, and improve the quality and safety of our services.

To comply with legal and regulatory obligations, including record-keeping requirements.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy.

Such processors may include providers of payment processing services, accounting or bookkeeping services, secure data storage or cloud hosting, and software or booking system providers that support our business operations.

We require all processors to implement appropriate technical and organisational measures to protect your personal data and to keep it confidential. They are not permitted to use your personal data for their own purposes.

We do not sell your personal data to third parties. We only disclose data to other third parties where required by law, where necessary to defend legal claims, or where you have explicitly requested or authorised such disclosure.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and in line with applicable legal and regulatory requirements.

Customer and service records are generally retained for a period necessary to manage our relationship with you and to comply with statutory limitation periods for legal claims. Financial and transaction records may be retained for longer periods as required by tax and accounting laws.

When we no longer need your personal data for the purposes for which it was collected, we will either securely delete it or irreversibly anonymise it so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who have a business need to know and ensuring that any data processors we use are contractually required to protect personal data in line with applicable laws.

International Transfers

Where possible, we aim to keep your personal data within the United Kingdom or European Economic Area. If it becomes necessary to transfer personal data to a country outside these regions, we will ensure that appropriate safeguards are in place, such as reliance on adequacy regulations or standard contractual clauses, to ensure that your data continues to be protected to a standard equivalent to that required under applicable data protection law.

Your Data Protection Rights

As a customer of Swiss Cottage Cleaner within our service area, you have a number of rights in relation to your personal data under the GDPR and UK data protection law. These rights may be subject to certain conditions or exceptions.

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, together with information about how we use it.

Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal requirement for us to retain it.

Right to restriction of processing: You may request that we restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

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 your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.

Right to withdraw consent: Where we rely on your consent for specific processing activities, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

Complaints and Further Information

If you have questions about this Privacy Policy or how we process your personal data, you can contact us using the details provided on our website or through our usual communication channels.

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any significant changes will be communicated through our website or by other appropriate means. The date of the latest version will be indicated so that you can see when it was last revised.

By continuing to use Swiss Cottage Cleaner services after any changes take effect, you acknowledge that you have read and understood the updated Privacy Policy.