Richmond Cleaners Privacy Policy

This Privacy Policy explains how Richmond Cleaners collects, uses, stores, and protects personal data belonging to its customers. It applies to all Richmond Cleaners customers within our service area and covers information collected through our premises, website, forms, and any other interactions with us.

Richmond Cleaners acts as the data controller for the personal data described in this Privacy Policy, meaning we determine the purposes and means of processing your personal information in accordance with applicable data protection laws, including the UK General Data Protection Regulation and related legislation.

Personal Data We Collect

We collect and process different types of personal data in the course of providing our cleaning and related services. The categories of data we may collect include:

Identification and contact details such as name, postal address, billing address, collection and delivery address, and other contact details provided by you.

Account and service information such as customer account identifiers, order history, records of items cleaned, special care instructions, preferences, and any notes necessary to deliver or customise our services.

Transaction and payment information such as payment method details, partial card information as processed via our payment provider, transaction dates, amounts, and receipts. We do not store full payment card details when using third-party payment processors.

Communication data such as records of communications with you, including enquiries, complaints, feedback, and any other correspondence relevant to our services.

Technical and usage information when you visit our online services, which may include device details, browser type, approximate location data, and information about how you interact with our website, collected via cookies or similar technologies where legally permitted.

How We Collect Personal Data

We collect personal data directly from you when you contact us, visit our premises, create or update an account, place an order, request a collection or delivery, or communicate with us by any other means.

We may also collect data automatically through our website or systems, subject to consent where required. In some cases, we may receive personal data from third parties acting on your instructions or with your authority, such as payment service providers.

Lawful Basis for Processing

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

Contract. We process personal data when it is necessary to enter into or perform a contract with you, for example to provide cleaning services, manage orders, process payments, arrange collections and deliveries, and respond to service-related requests.

Legal obligation. We process certain personal data where required to comply with legal obligations, such as maintaining accounting records, tax compliance, and responding to lawful requests from competent authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, and where those interests are not overridden by your rights and freedoms. This may include improving our services, preventing fraud, ensuring the security of our operations, maintaining business records, and handling customer enquiries and complaints.

Consent. In limited circumstances, we may rely on your consent to process personal data, for example in relation to certain marketing activities or optional cookies. Where we rely on consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage cleaning and related services, including item processing, collection and delivery, order tracking, and customer account management.

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

To communicate with you about your orders, service updates, changes to our terms or policies, and any issues that might affect your use of our services.

To improve our operations, including quality control, staff training, service optimisation, and analysis of service usage patterns.

To protect our business, customers, and staff, including the prevention and detection of fraud, misuse of services, or other unlawful activities, and to enforce our contractual rights.

To meet our legal and regulatory obligations and to respond to lawful requests from regulatory bodies, law enforcement, or other authorities where required.

Data Processors and Sharing of Personal Data

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and are bound by contractual obligations to implement appropriate technical and organisational measures to protect your information.

Categories of processors and recipients may include:

Payment service providers who process card payments and other transactions on our behalf.

IT and system support providers who host or maintain our business systems, customer databases, and website infrastructure.

Delivery and logistics partners who assist with collection and delivery of items where this forms part of the services you request.

Professional advisers such as accountants or legal advisers where necessary for business management, compliance, or the establishment, exercise, or defence of legal claims.

Where required by law, we may also disclose personal data to regulatory authorities, law enforcement bodies, or courts. We do not sell your personal data to third parties.

International Transfers

Where we or our processors transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your information in accordance with data protection laws. These safeguards may include using countries deemed to provide an adequate level of protection or entering into standard contractual clauses or equivalent mechanisms.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including the provision of services, compliance with legal, accounting, or reporting requirements, and the resolution of disputes.

In general, customer account and transaction data is retained for the duration of your relationship with us and for a reasonable period afterwards, taking into account applicable limitation periods and statutory retention requirements, particularly for financial and tax records.

When personal data is no longer required, we will delete it or anonymise it in a secure manner so that it can no longer be associated with you.

How We Protect Your Personal Data

We implement appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, staff training, secure storage, and regular review of our security practices.

While we take reasonable precautions to protect your personal information, no system can be completely secure. You are encouraged to take care when sharing information with us and to notify us promptly if you suspect any misuse of your data.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights may include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification. You can request correction of inaccurate or incomplete personal data held about you.

Right to erasure. You can request deletion of your personal data where there is no longer a lawful basis for us to continue processing it.

Right to restriction. You can request that we restrict the processing of your personal data in certain circumstances.

Right to data portability. You can request that we provide certain personal data to you or to another controller in a structured, commonly used, and machine-readable format.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities.

Where we rely on consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed or that your data has been processed unlawfully.

Children

Our services are not directed at children, and we do not knowingly collect personal data from individuals under the age required to enter into contracts in our service area. If we become aware that we have collected personal data from a child without appropriate authority, we will take steps to delete that information as soon as reasonably possible.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make changes, we will revise the date of the latest version and, where appropriate, inform you through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.