1. Introduction
We are a small, independently operated exterior cleaning business. We collect and retain only the personal information reasonably necessary to provide our services, communicate with customers and maintain appropriate business records.
This Privacy Policy explains what information we collect, how we use it, how we protect it and your rights under applicable UK data protection legislation.
KleenViews is responsible for determining how and why the customer information described in this policy is processed. This makes us the data controller for that information.
2. Information we collect
We aim to collect the minimum amount of personal information necessary to operate our business.
Depending on the services requested, this may include:
- Your name.
- Your telephone number.
- Your email address, where provided.
- Your property or service address.
- Appointment and service information.
- Quotations, invoices and payment records.
- Relevant correspondence concerning our services.
We may also record essential access instructions or information about particular cleaning requirements.
We do not intentionally collect sensitive personal information, such as medical information, unless there is a specific and lawful reason to do so.
We do not routinely collect or store customers' bank account details or payment card information.
Where customers make payments using SumUp or bank transfer, relevant payment information may be processed by the payment provider or our bank. We may retain the transaction information necessary for our business records.
3. How we collect your information
We generally collect personal information directly from you when you:
- Contact us by telephone, email or text message.
- Complete the quote request form on our website.
- Request a quotation.
- Make a booking.
- Arrange a regular cleaning service.
- Communicate with us about an existing service.
- Make a payment.
Where another person contacts us on your behalf, we may receive your contact details or service address from that person.
We only retain information that is relevant to our legitimate business activities and legal obligations.
4. How we use your information
We use customer information for the following purposes:
Providing our services
To prepare quotations, arrange appointments, carry out cleaning services and maintain agreed cleaning schedules.
Customer communication
To respond to enquiries, confirm appointments, provide service updates and contact customers about existing bookings.
Business administration
To maintain essential customer records, issue invoices, record payments and manage our accounts.
Legal obligations
To maintain records required by applicable tax, accounting and other legal requirements.
We do not use customer information for unrelated purposes without an appropriate lawful basis.
5. Our lawful basis for processing information
Under UK data protection legislation, we must have a lawful basis for collecting and processing personal information.
Depending on the circumstances, we rely on the following lawful bases.
Contractual necessity
We process essential customer information where necessary to provide a quotation requested by you, arrange services or fulfil our contractual obligations.
Legal obligations
We retain certain financial and transaction records to comply with applicable tax and accounting requirements.
Legitimate interests
We may process limited personal information where reasonably necessary for the administration, security and protection of our business, provided our interests are not overridden by your rights and freedoms.
This may include maintaining appropriate records of customer correspondence and dealing with disputes.
Where consent is required for a particular activity, we will request it separately.
6. How we store and protect your information
We take reasonable precautions to protect customer information against unauthorised access, loss, misuse or disclosure.
Customer information is kept on our own devices and business records, and is used only for running our business.
We take reasonable measures to protect the devices and systems used to store customer information.
Although we take appropriate precautions, no method of electronic storage or communication can be guaranteed to be completely secure.
7. Sharing your information
We do not sell, rent or trade customer information.
We may share limited personal information with third parties where reasonably necessary to operate our business or comply with legal requirements.
These may include:
- Payment processors, including SumUp.
- Banks and financial institutions.
- Accounting or bookkeeping service providers, where applicable.
- Our website hosting provider, Netlify, Inc., which receives and stores the details you submit through our website quote form.
- IT and software providers used for business administration.
- Government authorities or regulators where disclosure is legally required.
We only share information where there is an appropriate lawful basis and seek to limit any disclosure to what is necessary.
Third-party service providers may operate under their own privacy policies or contractual data protection arrangements, depending on their role.
8. International data transfers
Some third-party technology and payment providers may process or store information outside the United Kingdom.
In particular, our website is hosted by Netlify, Inc., which is based in the United States. Details you submit through our website quote form are processed and stored by Netlify.
Where personal information is transferred internationally, we will ensure that the transfer complies with applicable UK data protection requirements, including the use of appropriate safeguards where required.
Further information about relevant international transfers and safeguards can be requested using the contact details provided below.
9. How long we retain your information
We retain personal information only for as long as reasonably necessary for the purposes described in this policy.
Our general retention arrangements are as follows.
Customer contact information
We retain essential contact details while you remain an active customer.
Where you discontinue our services, we will normally delete contact information that is no longer required within 12 months, unless there is a legitimate reason or legal obligation to retain it for longer.
Enquiries that do not result in bookings
Where an enquiry does not result in a booking, including enquiries made through our website form, we will normally delete the associated personal information within six months unless further communication is anticipated or there is another legitimate reason for retention.
Financial records
We retain relevant invoices, payment records and associated information for the periods required by applicable UK tax and accounting legislation.
For sole traders, this will generally mean retaining relevant records for at least five years after the relevant Self Assessment filing deadline.
Complaints and disputes
Where necessary, we may retain relevant information for longer to resolve complaints, establish or defend legal claims, or comply with legal obligations.
When information is no longer required, we will securely delete or dispose of it.
10. Marketing communications
We primarily use customer contact information to communicate about enquiries, bookings, scheduled cleaning appointments and services already requested.
We will not send unsolicited marketing emails or text messages unless we have obtained appropriate consent or another applicable legal permission.
Where marketing communications are permitted, customers will have a straightforward opportunity to opt out.
We will respect requests to stop receiving marketing communications.
Opting out of marketing will not prevent us from contacting you about existing bookings, payments or other essential service matters.
11. Photographs of customers' properties
We may occasionally need to photograph exterior surfaces to prepare quotations, document existing conditions or record completed work.
Where photographs identify an individual or contain other personal information, we will handle them in accordance with applicable data protection legislation.
We will not publish identifiable photographs of your property for advertising or promotional purposes without obtaining appropriate permission.
Photographs retained for legitimate business purposes will be securely stored and deleted when no longer required.
12. Your data protection rights
Under UK data protection legislation, you have a number of rights concerning your personal information.
Depending on the circumstances, these may include:
- The right to request access to personal information we hold about you.
- The right to request correction of inaccurate or incomplete information.
- The right to request deletion of information in certain circumstances.
- The right to request restrictions on how your information is processed.
- The right to object to certain processing activities.
- The right to data portability, where applicable.
- The right to withdraw consent where processing is based on consent.
These rights are subject to applicable legal conditions and exemptions.
You have the right to object at any time to the processing of your personal information for direct marketing.
To exercise any of your rights, please contact us using the details below.
We will respond to requests within the timescales required by applicable data protection legislation.
13. Automated decision-making
We do not use customer information to make solely automated decisions that produce legal or similarly significant effects.
We do not undertake customer profiling for these purposes.
14. Website privacy and cookies
Our website does not use tracking cookies, analytics or advertising tools. Our hosting provider may process limited technical information, such as IP addresses, which is necessary to deliver the website securely.
If we introduce website analytics, advertising technologies or additional tracking features, we will update our privacy information and implement any necessary consent arrangements.
15. Changes to this Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our business operations, technology or applicable legislation.
The latest version will be published on our website, together with its effective date.
Where changes materially affect how we process personal information, we will provide additional information or notification where required.
16. Contacting us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact:
KleenViews Exterior Cleaning Services, West Sussex
Business owner: Steve Raycraft
Email: kleenviewswestsussex@gmail.com
Telephone: 07859 714 434
17. Complaints
If you have concerns about how we handle your personal information, please contact us first so that we can investigate.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information Commissioner's Office Website: https://ico.org.uk Telephone: 0303 123 1113
You can contact the ICO without first raising your concerns with us.