Privacy & Cookies Policy

 

Here at Adore Cleaning we take your privacy and security very seriously, and you can be assured that we comply with all the Data Protection regulations in relation to your personal data.

 

How we obtain your data

Your personal data will have been provided by you when you have contacted us with regard to our service, and during the completion of our application form as part of the cleaning application process.  We may also hold additional information, which has been provided by you or by third parties to us at a later stage in connection with the cleaning service.

 

Cookies

You can learn about cookies, how our website uses them and how you can exercise your choices about our use of cookies here Cookies

 

The data we hold

The information we hold about you may include (but will not be limited to) all or part of the following:

 

Your name, e-mail address, telephone number, age, address, marital status, next of kin (if there is a valid reason to liaise with your next of kin, for example, if you are a vulnerable person and you have given us permission to liaise with your next of kin), the name of friends that you are staying with or who are staying with you (if applicable); if you are a client, we may also hold information about the property you are living in, and your available days and times for cleaning services; if you are a cleaner, we may also hold additional information such as your National Insurance number, nationality (so that we may check your right to work in the UK), name of university or college where you are studying (if applicable), and educational qualifications; your employment status and the address, contact details (including email, phone and fax numbers) of your employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), including previous employers and any Disclosure Barring Service (DBS) criminal record checks where applicable;

 

Your bank account details, including the account number and sort code, will be used by us to set up payments but only with your permission; if you are a client, any standing order set up to pay our agency retainer is fully under your control, it is not a direct debit so we cannot change the payment amounts or dates at our end;

 

Your medical information or the medical information of someone in your household but only if you give it to us and only for the purpose of carrying out the cleaning service – for example, if someone has an allergy, that will affect how the cleaning work is carried out and the cleaning products used.

 

Children's Information

We will not normally hold information about children living in your home other than their name and age. In rare circumstances we may hold information relating to a child’s medical condition but only if it has been supplied by you and it has a bearing on the cleaning service to be provided, such as any allergies that may influence the choice of cleaning products used. 

 

Why we need to hold your data
We need to hold your data for the following purposes:

  • To allow us to carry out due diligence on prospective clients and cleaners where necessary
  • To allow us to contact you and perform our duties to you under the terms of our contract with you
  • To enable us to provide you with any services and information that you have requested
  • To analyse so we can administer and improve the service that we provide and develop our business, and
  • For all other purposes that are consistent with the proper performance of our business and service to you.

Sharing your data with others

Your information may be shared in the following circumstances:

  • To allow us to carry out checks, and obtain reports and references in connection with carrying out due diligence
  • To provide such information as is necessary to clients and cleaners whom we may introduce to one another for the purpose of providing a cleaning service. Basic information is given to the cleaner on a Cleaning Checklist, which shows the client’s name, address, telephone numbers, brief details of the rooms and what needs to be cleaned, and where the cleaning materials and equipment are to be found. Special instructions on the checklist may include products to avoid in case of allergies, or instructions for dealing with pets; there may also be a small amount of additional information relating to general information such as access arrangements;
  • To provide details to any tracing agents or legal firms we may employ to help us recover any monies you may owe to us under the terms of our contract
  • To the Inland Revenue or other government department under any legal duty we may owe to them
  • If you are a cleaner, to provide details to the Home Office if we are required to do so to ascertain your right to work in the United Kingdom
  • We may also need to share information with solicitors, agents, court agents, insurers and accountants.

Where your data is held

Your data is held at the following secure locations:

 

Digital documents are held in a password-protected computer system; hard copies of documents are held in a locked filing system in our premises; any keys provided are held securely in a locked cupboard, with the cleaning checklist kept in a separate locked cupboard, either in the cleaner's premises or ours depending on the arrangements at the time; for security reasons, information on key fobs will show only the first name and first initial of the client’s surname, followed by a numerical code so that, if in the unfortunate event any key is lost, it will not be possible for anyone else to identify the name or address of the key’s owner.

 

Your data will be held mainly within the United Kingdom.  If we use a cloud storage service or if one of the services or third party contractors used by us stores data in a cloud server outside of the United Kingdom, this will only be in circumstances where safeguards have been put in place for its protection, in compliance with the Data Protection legislation in the United Kingdom.

 

How long we will hold your data

In practice we will delete most of your data after our business relationship with you has come to an end, but we will need to store a small amount of your information for up to 6 years in case of legal issues arising or in case we are required to provide information to HMRC or for some other official reason.

 

After this period of time has ended, we will delete your data from our systems so you will not need to contact us to delete it, but you are also entitled to ask us to delete your data from our systems and from any data processors we have used to store your data.

 

Your Rights

These include:

  • The right to ask for a copy of the information we hold about you in our records
  • The right to ask us to correct any inaccuracies in the information we hold
  • The right to ask us to stop sending you any marketing information, and
  • (Subject to our right to retain information under contract or where we have a legitimate interest in retaining it or as required under law) the right to delete your personal data from our systems.

Further, if after first making a complaint to us, you consider that we have not dealt with your data correctly, note that you have the right to complain to the Information Commissioner's Office at www.ico.org. Our Data Protection registration number is Z191506X.

 

Updating this Privacy & Cookies Policy

This policy was issued on 24 May 2018.  It may be updated from time to time to reflect any changes we may make in how we use your data or any changes in Data Protection law or practice.  We will endeavour to let you have any updated versions as soon as reasonably practicable.