Privacy Policy - Queenspark Cleaner

This Privacy Policy explains how Queenspark Cleaner collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Queenspark Cleaner customers in the area, including residential and commercial clients, and to anyone whose information is provided to us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the information needed to deliver, manage, and improve our services. The types of personal data we may collect include:

Identity details such as name, title, and any business or property name.
Contact details such as address, email address, and telephone number.
Service information such as booking preferences, cleaning instructions, property access notes, and service history.
Billing and payment details such as invoicing information and payment status. We do not retain full payment card details where payment processing is handled by a secure third party.
Communication records such as emails, messages, feedback, complaints, and service requests.
Technical information where applicable, such as limited website usage data or device information when you interact with digital services.

We may also receive information from third parties, such as property managers, landlords, letting agents, or business clients, where they arrange services on your behalf. In those cases, we only use the information for the relevant service and in accordance with this policy.

2. How We Use Personal Data

Queenspark Cleaner uses personal data to operate effectively and provide a reliable service. We may use your data to:

confirm bookings and manage appointments;
provide cleaning services and follow service instructions;
issue invoices, process payments, and maintain accounting records;
respond to enquiries, complaints, and service changes;
maintain service quality, training, and internal records;
meet legal and regulatory obligations;
protect our business, staff, and customers from fraud, misuse, or security risks.

We do not use personal data for unrelated purposes unless we have a lawful basis to do so and, where needed, have informed you appropriately.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Queenspark Cleaner may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, and handling billing.

Legal obligation

We process some data to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing customer relationships, improving service quality, preventing fraud, and maintaining secure operations.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or specific processing activities. Where we rely on consent, you may withdraw it at any time.

We will only collect and use personal data where there is a clear, lawful reason to do so.

4. Sharing Your Data and Processors

We do not sell personal data. We may share personal data only when necessary for service delivery, legal compliance, or legitimate business operations. Where we use third-party service providers, they act as processors on our behalf and may only process data according to our instructions and applicable law.

Examples of processors or third parties may include:

booking or scheduling systems;
payment processing providers;
accounting and invoicing software providers;
IT support, cloud storage, or data backup services;
communications platforms used for email or messaging;
professional advisers such as accountants, auditors, or legal advisers.

In some cases, we may also share data with public authorities, regulators, insurers, or law enforcement where required by law or where it is necessary to protect legal rights. If personal data is transferred outside the UK, we will take appropriate steps to ensure it remains protected, such as using approved safeguards.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, tax, and record-keeping requirements. Retention periods vary depending on the type of information and the reason it is held.

Customer and booking records are kept for the period needed to manage the service relationship and any related disputes.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records are retained for a reasonable period to support service quality, complaint handling, or dispute resolution.
Consent-based records are kept until consent is withdrawn or the data is no longer needed.

When personal data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it safely. We do not keep data indefinitely.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, and limiting access to staff and processors who need the information to perform their duties.

Although we take reasonable steps to protect data, no system is completely secure. We therefore cannot guarantee absolute security, but we review our practices and improve them where appropriate.

7. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis for processing. They include:

The right to be informed about how we use your personal data.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for data processed by automated means and based on consent or contract, where applicable.
The right to object to processing based on legitimate interests and to direct marketing.
Rights related to automated decision-making if such processing is used, though Queenspark Cleaner does not rely on automated decisions that have legal or similarly significant effects on customers.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before acting on a request. Some rights may be limited where legal obligations require us to retain or continue processing certain data.

8. Children’s Data

Queenspark Cleaner services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household service and provided by an adult with responsibility for the property or service. Where we become aware that we have collected data inappropriately, we will take steps to delete it.

9. Complaints and Supervisory Authority

If you have concerns about how your personal data is handled, we encourage you to raise them so they can be reviewed. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed.

By using Queenspark Cleaner services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We will continue to treat your information with care, confidentiality, and respect, and only in ways that are necessary for lawful service delivery.