1. Introduction
Clear Skye Cleaning ("we", "us", "I") is committed to protecting the privacy and security of the personal data of its clients and enquirers.
This notice explains what personal data is collected, why it is collected, how it is used and stored, who it may be shared with, and the rights available to you in respect of that data.
It is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Please read this notice carefully. By enquiring about or booking a cleaning service, you acknowledge that you have been informed of the matters set out below.
If you have any questions about this notice or how your information is used, please contact Clear Skye Cleaning at clearskyecleaning@outlook.com.
2. Personal data collected
The following categories of personal data may be collected and processed:
Identity and contact data. Full name, postal address, email address, telephone number.
Property and service data. Property address, property type, number of rooms, access arrangements, parking arrangements, details of the services requested, appointment dates and times, and photographs of the property provided by you for the purpose of quoting.
Security data. Key safe codes, alarm codes, key holding arrangements, and instructions relating to entry to the property.
Household data. Information relating to pets, other occupants, items requiring particular care, and any hazards or restrictions relevant to carrying out the service safely.
Financial data. Quotation and invoice records, deposit and payment records, and the date and amount of payments received. Full payment card details are not collected, held or stored by Clear Skye Cleaning at any time. Card payments are processed directly by our payment provider, as described at section 6.
Correspondence data. Records of communications between you and Clear Skye Cleaning, including emails, text messages, social media messages and notes of telephone calls.
Image data. Photographs of the property taken before and after cleaning, where you have provided your consent to this.
Special category data. Clear Skye Cleaning does not seek to collect special category data. Where you voluntarily disclose information relating to health, for example an allergy relevant to the products used or a household illness relevant to the safety of an appointment, this will be recorded only to the extent necessary to deliver the service safely and will be retained no longer than required for that purpose.
3. Sources of personal data
Personal data is obtained directly from you, by means of the enquiry form, email, telephone, social media message, or in person.
Where you engage Clear Skye Cleaning on behalf of another person, for example a family member or a tenant, you confirm that you are authorised to provide that person's data and that they have been made aware of this notice.
4. Purposes of processing and lawful bases
Personal data is processed for the following purposes, on the lawful bases stated.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and preparing quotations | Steps taken at your request prior to entering into a contract |
| Arranging, confirming and carrying out cleaning appointments | Performance of a contract |
| Administering deposits, invoices and payments | Performance of a contract |
| Maintaining access and security arrangements | Performance of a contract |
| Maintaining records of household hazards, pets and items requiring care | Legitimate interests, namely the safe and competent delivery of the service |
| Handling complaints and carrying out remedial work | Performance of a contract, and legitimate interests in resolving disputes |
| Maintaining accounting and tax records | Compliance with a legal obligation |
| Defending or bringing legal claims, and dealing with insurance matters | Legitimate interests, namely the protection of the business |
| Contacting existing clients regarding availability, scheduling or changes to the service | Legitimate interests, namely the administration of an ongoing client relationship |
| Publishing before-and-after photographs | Consent |
| Sending marketing communications | Consent, or the soft opt-in for existing clients |
Where processing is carried out on the basis of legitimate interests, an assessment has been undertaken to ensure that those interests are not overridden by your rights and freedoms.
Where processing is carried out on the basis of consent, that consent may be withdrawn at any time, as set out at section 9.
5. Provision of data
The provision of your name, contact details, property address and access arrangements is necessary in order to enter into and perform a contract for cleaning services. Without this information, the service cannot be provided.
The provision of photographs for publication is entirely optional, and a refusal to provide consent will have no effect on the service you receive or on your ability to make a booking.
6. Disclosure to third parties
Personal data may be disclosed to the following categories of recipient:
Payment and booking providers. Stripe processes booking and payment data on our behalf and as a data controller in its own right in respect of card payment information. Its own privacy notice applies to that processing.
Accountancy and bookkeeping services. Where engaged, an accountant may have access to invoicing and payment records for the purpose of preparing accounts and tax returns.
HM Revenue and Customs. Financial records are disclosed as required by law.
Insurers and professional advisers. In the event of a claim, dispute or legal proceedings, relevant data may be disclosed to insurers, loss adjusters or legal advisers.
Law enforcement and regulatory bodies. Where disclosure is required by law, or is necessary to protect the vital interests of any person.
Personal data is not sold, rented, or disclosed to third parties for marketing purposes under any circumstances.
7. International transfers
Certain service providers, including payment and booking platforms and email providers, may process data outside the United Kingdom.
Where such transfers occur, they are subject to appropriate safeguards as required by the UK GDPR, including adequacy regulations or the International Data Transfer Agreement. Details of the safeguards applied by any particular provider are available on request.
8. Retention
Personal data is retained only for as long as is necessary for the purposes for which it was collected.
| Category | Retention period |
|---|---|
| Enquiries that do not result in a booking | 12 months from the date of enquiry |
| Client contact and service records | Duration of the client relationship, and 2 years thereafter |
| Financial and transactional records | 6 years from the end of the relevant tax year, in accordance with HMRC record-keeping requirements |
| Key safe codes, alarm codes and access instructions | Deleted immediately upon the ending of the arrangement, or upon your request |
| Photographs published with consent | Until consent is withdrawn |
| Correspondence relating to a complaint or claim | 6 years from resolution |
At the end of the applicable retention period, data is securely deleted or destroyed.
9. Your rights
Under data protection legislation, you have the following rights in respect of your personal data:
- Right of access. To obtain confirmation as to whether your data is being processed, and a copy of that data.
- Right to rectification. To have inaccurate data corrected and incomplete data completed.
- Right to erasure. To request deletion of your data in certain circumstances.
- Right to restriction of processing. To request that processing be limited in certain circumstances.
- Right to data portability. To receive your data in a structured, commonly used and machine-readable format.
- Right to object. To object to processing carried out on the basis of legitimate interests, and to object at any time to processing for direct marketing purposes.
- Right to withdraw consent. Where processing is based on consent, to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact us using the details at section 1. No fee is payable, save where a request is manifestly unfounded or excessive.
A response will be provided within one month of receipt of the request. Where a request is complex, this period may be extended by a further two months, and you will be informed if this is the case.
10. Security
Appropriate technical and organisational measures are in place to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These include:
- Password protection and device encryption on all devices used to access client data
- Two-factor authentication on booking, payment and email accounts
- Secure storage of physical keys, which are not labelled with client names or addresses
- Separation of access codes from the corresponding property addresses
- Restriction of access to client data to the proprietor alone
No transmission of data over the internet can be guaranteed to be entirely secure. Any transmission is therefore at your own risk.
11. Automated decision-making
No automated decision-making or profiling producing legal effects, or similarly significant effects, is carried out in respect of your personal data.
12. Complaints
If you are dissatisfied with the way in which your personal data has been handled, you are invited in the first instance to contact us using the details at section 1. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.
13. Changes to this notice
This notice may be updated from time to time. The current version is always available upon request.