Privacy Policy

Introduction

At Sweetened Cleaning Services, we take the privacy and security of your personal information seriously. Please read this Privacy Policy carefully, as it explains:

What personal information we collect about you
How we use your information
Who we may share your information with

We will never disclose your information to anyone without your knowledge and consent, except as outlined in this Privacy Policy and any applicable terms and conditions.

Service Area Notice

Availability of our services may vary by area. Sweetened Cleaning Services only covers areas within Kent.

Our Commitment to Privacy

In the course of providing our cleaning services and managing our daily operations, Sweetened Cleaning Services collects and uses personal data relating to:

Employees

Current, past, and prospective employees

Customers

Customers and clients

Website Users

Users of our website and online platforms

Subscribers

Subscribers and other stakeholders

We are committed to handling your data responsibly and in compliance with applicable laws and regulations.

Legal Compliance

When collecting and using your personal information, Sweetened Cleaning Services complies with relevant data protection laws, including the General Data Protection Regulation (GDPR). This regulation safeguards the personal data of individuals in the European Union and establishes strict guidelines for its processing and protection.

Scope and Application

This policy applies to all systems, staff, processes, and parties engaged with Sweetened Cleaning Services. This includes:

Board members and directors
Employees and contractors
Suppliers and service providers
Any third parties with access to Sweetened Cleaning Services' information systems

Related Policies and Procedures

Risk Assessment Process (DPIA)
Data Mapping Procedure
Legitimate Interest Assessment Procedure
IT Incident Response Procedure
GDPR Roles and Responsibilities Policy
Records Retention and Protection Policy
Privacy and Personal Data Protection Policy

Definitions

Key terms used in this policy include:

Personal Data: Any information relating to an identified or identifiable natural person.
Processing: Any operation performed on personal data, such as collection, recording, organization, storage, adaptation, retrieval, consultation, use, disclosure, or deletion.
Controller: The entity which determines the purposes and means of processing personal data.
Data Subject: The individual to whom personal data relates.
Consent: Any freely given, specific, informed and unambiguous indication of the data subject's wishes.

Principles of Data Processing

Sweetened Cleaning Services processes personal data in accordance with the core principles set out in the GDPR:

Lawfulness, fairness and transparency: We process data lawfully, fairly, and in a transparent manner
Purpose limitation: We collect data for specified, explicit, and legitimate purposes
Data minimisation: We ensure data is adequate, relevant, and limited to what is necessary
Accuracy: We keep data accurate and up to date
Storage limitation: We keep data only as long as necessary
Integrity and confidentiality: We process data securely
Accountability: We are responsible for and can demonstrate compliance

Your Rights Under GDPR

Under the GDPR, you have the following rights regarding your personal data:

Right to be Informed

You have the right to know how your personal data is being collected and used.

Right of Access

You have the right to request copies of your personal data from us.

Right to Rectification

You have the right to request correction of inaccurate or incomplete data.

Right to Erasure

You have the right to request deletion of your personal data in certain circumstances.

Right to Restrict Processing

You have the right to request restriction of processing of your personal data.

Right to Data Portability

You have the right to receive your data in a portable format and transfer it to another controller.

Right to Object

You have the right to object to certain types of processing, including direct marketing.

Automated Decision Rights

You have rights related to automated decision-making and profiling.

Lawfulness of Processing

We identify and document a lawful basis for each processing activity. The lawful bases we rely on may include:

Consent: You have given clear consent for us to process your personal data for a specific purpose
Contract: Processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract
Legal obligation: Processing is necessary for us to comply with the law
Vital interests: Processing is necessary to protect someone's life
Public task: Processing is necessary for us to perform a task in the public interest
Legitimate interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party

How We Use Your Personal Information

We use your personal data for the following purposes:

Managing customer relationships and service bookings
Processing payments and maintaining financial records
Communicating with you about our services
Sending marketing communications (with your consent)
Improving our services and customer experience
Complying with legal and regulatory requirements
Ensuring the security of our systems and premises
Managing employee relationships and recruitment

Processing Special Categories of Personal Data

We process sensitive personal data (special categories) only when strictly necessary and permitted by law. This may include:

Health information (for health and safety purposes)
Criminal records information (for background checks where legally required)

We ensure appropriate safeguards are in place when processing special categories of data.

Data Security

We implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including:

Encryption of personal data
Regular security assessments and testing
Access controls and authentication measures
Staff training on data protection
Secure data storage and backup procedures
Incident response procedures

Data Breach Notification

In case of a personal data breach, we will notify the relevant supervisory authority within 72 hours and affected individuals where required by law.

Privacy by Design

We conduct Data Protection Impact Assessments (DPIAs) for high-risk processing activities to ensure privacy is built into our services and processes from the outset.

International Transfers

We ensure third parties processing personal data on our behalf comply with GDPR requirements. Any transfers of personal data outside the UK/EU are safeguarded with appropriate measures such as:

Standard contractual clauses approved by the European Commission
Adequacy decisions
Appropriate safeguards as required by data protection law

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

When determining retention periods, we consider:

The amount, nature, and sensitivity of the personal data
The purposes for which we process the data
Legal requirements for retention
Whether we can achieve those purposes through other means

Ongoing Compliance

We regularly review and update our data protection practices to ensure continued compliance with applicable laws. This includes:

Regular staff training on data protection
Periodic reviews of our privacy policies and procedures
Monitoring of data protection legislation changes
Internal audits of data processing activities

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