Contents
1. Data Controller Information
This Privacy Policy explains how KDK Cleaning Services ("we", "us", "our") collects, holds, processes, and protects your personal data when you visit our website (kdkcleaningservices.co.uk), request an instant quotation, submit a booking request, or engage our professional domestic and commercial cleaning services.
Company Registration Number: 16562147 (Registered in England & Wales)
Registered Office: 61 Bridge Street, Kington, HR5 3DJ, United Kingdom
Primary Contact Email: info@KDKCleaningServices.co.uk
Telephone: +44 7933 516397
2. Information We Collect
We only collect personal information strictly necessary to provide tailored cleaning estimates, conduct property visits, and fulfill service contracts:
- Contact Details: Full name, telephone number, mobile phone, and email address.
- Service & Property Details: Residential or commercial address, postcode, property type, room counts, access instructions (such as key safe codes or concierge instructions), and specific cleaning requirements.
- Financial & Billing Data: Invoicing address, transaction records, and payment confirmations. (Note: We do not store complete debit/credit card numbers on our servers; card payments are processed via PCI-DSS compliant payment gateways).
- Technical & Usage Data: IP address, browser type, operating system, and anonymised session cookies to ensure platform security and bot prevention.
3. Lawful Bases for Processing (UK GDPR Art. 6)
Under the UK General Data Protection Regulation, we rely on the following lawful bases:
| Purpose / Processing Activity | Lawful Basis under UK GDPR |
|---|---|
| Providing bespoke quotations and pricing estimates | Contract (Art. 6(1)(b)): Taking steps at your request prior to entering into a contract. |
| Dispatching cleaners, conducting property cleans, and job completion verification | Contract (Art. 6(1)(b)): Performance of the cleaning services agreement. |
| Protecting website against botnet attacks, spam, and brute force | Legitimate Interests (Art. 6(1)(f)): Ensuring network and website infrastructure security. |
| Customer satisfaction follow-ups and 48-hour re-clean guarantees | Legitimate Interests (Art. 6(1)(f)): Quality control and service assurance. |
| Financial accounting, VAT, and tax records | Legal Obligation (Art. 6(1)(c)): Compliance with HMRC statutory requirements. |
4. How We Use Your Data
Your personal information is used exclusively to dispatch insured, DBS-vetted cleaning teams, confirm scheduling, provide invoices, and communicate relevant updates concerning your clean. We will never sell, rent, or lease your personal information to third-party marketing companies.
5. Third-Party Sharing & Sub-Processors
We only share your information with trusted service partners under strict data processing agreements:
- Vetted Cleaning Specialists: Dispatched cleaners receive necessary access details (e.g., first name, property address, and service notes) solely for job completion.
- IT & Hosting Providers: Secure UK / EU servers hosting our database, email notifications, and website infrastructure.
- Technical Management: Platform maintained and managed by Cipher Knights (www.cipherknights.com) strictly under confidentiality and data protection covenants.
- Legal & Law Enforcement: Where required by law, statutory order, or to enforce our service terms.
6. Data Security & Retention Periods
We implement industry-standard technical safeguards including SSL/TLS 256-bit encryption, CSRF protection, IP-based rate limiting, and encrypted access controls.
Retention Periods:
- General quote requests that do not convert into bookings are retained for 12 months, after which they are securely purged.
- Completed booking records, invoices, and payment receipts are retained for 6 years to satisfy UK HMRC tax and accounting statutory regulations.
7. Your UK GDPR Statutory Rights
Under UK data protection law, you possess enforceable rights:
Right of Access
Request a copy of the personal data we hold about you (Subject Access Request).
Right to Rectification
Ask us to rectify inaccurate or incomplete records.
Right to Erasure
Request the deletion of your personal data where retention is no longer legally required.
Right to Restrict & Object
Object to processing based on legitimate interests or request temporary processing limits.
8. Contact Us & Complaints
If you have any questions, wish to exercise any of your data rights, or want to raise an inquiry regarding this policy, please contact our Data Compliance Officer:
KDK Cleaning Services Ltd
Attn: Data Compliance Officer
61 Bridge Street, Kington, HR5 3DJ, United Kingdom
Email: info@KDKCleaningServices.co.uk
Telephone: +44 7933 516397
You also have the statutory right to lodge a complaint with the UK supervisory authority: The Information Commissioner’s Office (ICO) at ico.org.uk or by telephone at 0303 123 1113.
