Privacy Policy

Finchley Cleaners Privacy Policy

This Privacy Policy explains how Finchley Cleaners collects, uses, stores, and shares personal data relating to our customers within our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our cleaning services, you acknowledge that you have read and understood this Privacy Policy.

Scope and who this policy applies to

This Privacy Policy applies to all Finchley Cleaners customers and prospective customers in our service area, including individuals, households, and business clients who enquire about, book, or receive our services. It also applies to visitors who contact us to request a quotation or information, whether that contact is made online, by post, or in person.

Types of personal data we collect

We may collect and process the following categories of personal data:

Identity and contact information: name, title, address, billing address, service address, and general contact details necessary to provide our services.

Service and booking details: dates and times of bookings, type of cleaning service requested, frequency of service, access instructions, notes about special requirements, and information related to any complaints or feedback you provide.

Payment and transaction information: details of payments you make to us and from us, payment method, and invoices. We do not store full payment card details when payments are processed through third party payment providers.

Communication data: records of communications with you, including enquiries, quotations, confirmations, feedback, and any correspondence regarding the service you receive.

Technical and usage data: limited technical information such as the date and time of any online enquiries and the channel used to contact us, to help us manage our services and respond to requests.

How we collect your personal data

We collect personal data from you directly when you:

Make an enquiry about our services.

Request a quotation.

Make a booking or enter into a service agreement with us.

Communicate with us for customer support or to give feedback.

We may also receive personal data indirectly from third parties such as payment processors, referral partners, or online platforms when they pass your enquiry or booking to us. In such cases, they are responsible for ensuring they have a lawful basis to share your data with us.

Lawful bases for processing your data

We process your personal data only where we have a lawful basis to do so. The main lawful bases we rely on are:

Contract: to take steps at your request before entering into a contract, and to perform our contract with you. This includes managing enquiries, providing quotations, scheduling and delivering cleaning services, and handling payments.

Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms. This includes managing our relationship with you, improving our services, keeping records of work carried out, and protecting our business and staff.

Legal obligation: to comply with applicable legal requirements, including keeping certain financial and tax records and responding to lawful requests from public authorities.

Consent: where we rely on your consent, for example for certain types of optional marketing communications. Where consent is used, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage our services: creating and managing your account or booking, arranging visits, delivering cleaning services at the agreed address, and handling any changes or cancellations.

To communicate with you: responding to your enquiries, confirming bookings, sending reminders, notifying you of any changes to our services, and seeking feedback after a service has been completed.

To manage payments and accounting: issuing invoices, processing payments, reconciling accounts, and maintaining accurate financial records.

To improve our services: analysing feedback, service history, and general trends to refine our offerings and customer experience. When doing so, data is used in an aggregated or pseudonymised way where possible.

To ensure safety and security: maintaining records of visits, protecting our staff and customers, and detecting or preventing fraud or misuse of our services.

To comply with legal and regulatory obligations: maintaining mandatory records and responding to lawful requests from regulatory or enforcement bodies.

Data sharing and use of processors

We do not sell your personal data. We may share your data with third parties where necessary for the purposes described in this Privacy Policy and where there is a lawful basis. These third parties typically act as processors on our behalf and are contractually required to safeguard your data.

Examples of such processors include:

Payment and billing service providers who process payments and handle invoicing on our behalf.

IT and software providers who supply scheduling, customer relationship management, and secure data storage systems.

Professional advisers such as accountants or legal advisers, where necessary for auditing, compliance, or legal advice.

We may also share data with public authorities or other third parties where required by law, or where it is necessary to protect our rights, your safety, or the safety of others. When we use processors, we only provide the personal data that is necessary for them to carry out their services and we ensure that they process your data only in accordance with our instructions.

International transfers

Where any processor or system we use is located outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is in place. This may include using countries that have been recognised as providing an adequate level of data protection, or entering into data transfer agreements using standard contractual clauses or equivalent safeguards.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting requirements. The length of time we retain different categories of data varies, but we apply the following general principles:

Customer and booking records are retained for the duration of our relationship with you and for a defined period afterwards to handle any queries, disputes, or legal claims.

Financial and transaction records are retained for the period required by tax and accounting legislation.

Communication records are retained for as long as needed to manage our relationship with you and then securely deleted or anonymised.

When personal data is no longer needed, we securely delete, destroy, or anonymise it so that it can no longer be linked to you.

How we protect your data

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration. These measures include access controls, secure storage, staff training, and procedures for managing potential incidents. While no system can be completely secure, we regularly review our security practices and aim to keep your data as safe as reasonably possible.

Your data protection rights

Under data protection law, you have a range of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but generally include:

Right of access: you can request confirmation of whether we hold your personal data and obtain a copy of that data, together with certain information about how we process it.

Right to rectification: you can request the correction of inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent.

Right to restriction of processing: you can request that we restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to our processing.

Right to data portability: where processing is based on your consent or on a contract and is 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 request that it is transferred to another controller.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then no longer process your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or where processing is required for legal claims.

Rights in relation to consent: where we rely on your consent for particular processing activities, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact channels provided when you use our services. We may need to verify your identity before responding to your request, particularly where sensitive information is involved.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we process your personal data. We encourage you to contact us first so that we can try to resolve any issues directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any significant changes will be communicated through our usual contact channels or made clearly available alongside our services. The revised version will apply from the date it is published.