Privacy Policy
KeepShine Cleaning Services respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we may collect, why we collect it, how we use and protect it, who we may share it with, and the rights you may have under UK data protection law.
This policy applies when you use the KeepShine website, contact us, request a quote, make an enquiry, book or receive our services, subscribe to communications, or otherwise provide personal information to us.
1. Who We Are
KeepShine Cleaning Services provides domestic and commercial cleaning services.
For the purposes of applicable UK data protection law, KeepShine Cleaning Services is responsible for the personal information described in this Privacy Policy where we determine how and why that information is used.
If you have questions about this Privacy Policy or how we handle your personal information, you can contact us using the details provided on our Contact Us page.
2. Personal Information We May Collect
The information we collect depends on how you interact with KeepShine.
We may collect:
- Your name
- Email address
- Telephone number
- Home or service address
- Billing information
- Information provided when requesting a quote
- Details about the cleaning service you require
- Preferred dates and times for cleaning
- Property access information where necessary to provide the service
- Communications you send to us
- Information provided through website forms
- Records relating to bookings, payments and services
- Complaints, feedback and customer service communications
- Marketing preferences
- Technical information relating to your use of our website, where applicable
We only aim to collect information that is reasonably necessary for the relevant purpose.
3. Information You Provide When Requesting Cleaning Services
When you contact us about a cleaning service, we may need information about you and the property so that we can respond to your enquiry, provide a quote or carry out the requested service.
This could include information about:
- The property address
- Property size
- Number and type of rooms
- Type of cleaning required
- Property condition
- Access arrangements
- Parking arrangements
- Pets
- Specialist surfaces or items
- Particular cleaning requirements
Please provide only information that is relevant to the service.
4. How We Collect Personal Information
We may collect personal information when you:
- Contact KeepShine
- Complete a form on our website
- Request a quote
- Make a booking
- Contact us by telephone or email
- Communicate with us about an existing booking
- Pay for a service
- Make a complaint or provide feedback
- Subscribe to receive communications from us
- Use our website
We may also receive information from another person where they are legitimately arranging a cleaning service on your behalf.
Our website may automatically collect certain technical information through cookies and similar technologies. More information about this should be provided in our Cookie Policy.
5. How We Use Your Personal Information
We may use personal information to:
- Respond to enquiries
- Provide quotations
- Arrange and manage bookings
- Provide cleaning services
- Communicate about appointments
- Process and record payments
- Manage customer accounts or records
- Deal with cancellations or rescheduling
- Handle complaints and customer service matters
- Maintain appropriate business and financial records
- Improve our services and customer experience
- Maintain the security and operation of our website
- Prevent or investigate fraud or misuse
- Comply with legal and regulatory requirements
- Establish, exercise or defend legal claims
- Send marketing communications where we are legally permitted to do so
We will not use personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.
6. Our Legal Bases for Using Personal Information
UK data protection law requires us to have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Contract
We may need to use your personal information to take steps at your request before entering into a contract or to provide a cleaning service you have booked.
For example, we may use your contact details, property address and booking information to arrange and provide your cleaning service.
Legitimate Interests
We may process information where it is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights and interests.
This may include managing our business, responding to customers, improving our services, maintaining appropriate records, protecting our business and website, and dealing with disputes.
Legal Obligation
We may process or retain information where necessary to comply with a legal obligation, including certain financial, tax, accounting or regulatory requirements.
Consent
Where consent is the appropriate legal basis, we will ask for it.
You may withdraw your consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
7. Marketing Communications
If you choose to subscribe to KeepShine updates, we may use your contact information to send cleaning guides, practical tips, useful resources, service information or other KeepShine communications.
Where required, we will obtain appropriate consent before sending electronic marketing.
You can unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us.
Unsubscribing from marketing does not prevent us from sending necessary service communications relating to a booking, payment, enquiry or other transaction with us.
8. Website Forms
Information submitted through our website forms may be used to respond to your enquiry, provide a quotation, arrange a service or deal with the reason you contacted us.
Please do not enter unnecessary confidential or sensitive information into website forms.
Where a third-party service is used to operate, secure or deliver a form, information may also be processed by that service provider in accordance with the arrangements we have with them.
9. Payments
Where electronic payments are available, payments may be processed through a third-party payment provider.
KeepShine may receive information confirming a payment, such as the amount, transaction status and associated customer details.
Where payment card information is entered directly into a payment provider’s system, KeepShine may not receive or store your complete card details.
The precise payment arrangements will depend on the payment services used by KeepShine.
10. Property Access Information
Where necessary to provide a cleaning service, customers may give us information about accessing a property, such as key-safe details, entry instructions or other agreed access arrangements.
We recognise that this information requires particular care.
We will use property access information only where reasonably necessary for providing or managing the agreed service and will take reasonable measures to protect it against unauthorised access or disclosure.
Please tell us promptly when access details change or are no longer required.
11. Cookies and Similar Technologies
Our website may use cookies and similar technologies for purposes such as essential website functionality, security, remembering preferences, understanding website usage or providing other website features.
Some cookies may be provided by third-party services used on the website.
Where UK law requires consent for non-essential cookies, these should not be placed or accessed before the appropriate consent has been obtained.
Further information about the cookies used by KeepShine should be available in our separate Cookie Policy.
12. Website Analytics
We may use website analytics services to understand how visitors use the KeepShine website.
Depending on the analytics service and your cookie choices, information may include pages visited, approximate location derived from technical information, device or browser information, referral information and interactions with the website.
Where analytics cookies or similar technologies require consent, they will be used in accordance with your cookie choices.
13. Advertising and Affiliate Links
The KeepShine website may display advertising or contain affiliate links in the future.
Third-party advertising, affiliate or measurement services may use cookies or similar technologies where legally permitted and, where required, after obtaining appropriate consent.
If KeepShine receives a commission from an affiliate relationship, this should be disclosed appropriately where the relevant content or link appears.
Our use of advertising technologies will be subject to applicable privacy and cookie requirements.
14. Who We May Share Personal Information With
We do not sell your personal information.
Where reasonably necessary, we may share information with trusted third parties that help us operate our business or provide our services.
These may include:
- Website and hosting providers
- Email and communication providers
- Payment processors
- Booking or customer-management systems
- IT and technical support providers
- Accountants or professional advisers
- Cleaners, workers or contractors who need relevant information to provide the booked service
- Insurers
- Government, regulatory, tax, law-enforcement or other authorities where legally required
We aim to provide third parties only with the information reasonably necessary for their role.
15. Cleaners and Service Providers
Where a cleaner, employee, worker or contractor needs customer information to provide a booked service, we may provide relevant details such as the service address, cleaning requirements and necessary access information.
They should only use that information for legitimate KeepShine business purposes and in accordance with applicable privacy and confidentiality requirements.
16. International Transfers
Some technology or service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps required by UK data protection law to protect that information.
Depending on the destination and circumstances, this may include relying on an adequacy decision or using appropriate contractual safeguards.
17. How Long We Keep Personal Information
We do not intend to keep personal information for longer than reasonably necessary.
How long information is retained depends on factors including:
- Why the information was collected
- Whether you remain a customer
- Legal, tax and accounting requirements
- The need to maintain business records
- Potential complaints or disputes
- The sensitivity of the information
When information is no longer reasonably required, we will aim to delete, anonymise or securely dispose of it as appropriate.
18. How We Protect Personal Information
We take reasonable technical and organisational measures to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure.
The measures used will depend on the nature of the information and the systems through which it is processed.
No website, email service or electronic storage system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we take reasonable steps to protect information under our control.
19. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you rights relating to your personal information.
These may include the right to:
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to erase personal information in certain circumstances
- Ask us to restrict processing in certain circumstances
- Object to certain processing
- Request transfer of certain information where the right to data portability applies
- Withdraw consent where processing is based on consent
- Raise concerns about how your personal information is being used
These rights are not absolute and may depend on the circumstances and applicable law.
We may need to verify your identity before responding to certain requests.
20. Making a Privacy Request
If you wish to exercise a data protection right or ask a question about your personal information, please contact KeepShine using the contact details provided on our website.
Please provide enough information for us to understand your request and identify the relevant information.
We will respond within the period required by applicable data protection law.
21. Complaints About Your Personal Information
If you have concerns about how KeepShine has handled your personal information, please contact us first so that we have an opportunity to investigate and respond.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
22. Children's Personal Information
KeepShine’s cleaning services and website are not intended to collect personal information directly from children.
If information relating to a child is genuinely necessary in connection with a service, we will aim to process only the information reasonably required and handle it appropriately.
23. Links to Other Websites
Our website may contain links to third-party websites.
KeepShine is not responsible for the privacy practices of websites operated by other organisations. If you follow an external link, you should review that organisation’s privacy information where appropriate.
24. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, website, technology, business practices or legal requirements.
When we make changes, we will publish the updated Privacy Policy on our website and update the date shown at the top of the page.
Where a change materially affects how we use personal information, we will take any additional steps required by applicable data protection law.
25. Contact KeepShine
If you have any questions about this Privacy Policy, how KeepShine uses your personal information or your data protection rights, please contact KeepShine Cleaning Services using the details provided on our Contact Us page.
We aim to handle personal information responsibly, transparently and only for legitimate purposes connected with our website, services and business operations.