Privacy Policy

Privacy & Data Protection Policy

Last updated: 5 June 2026

1. Introduction

We are committed to protecting your personal data and respecting your privacy.
This Privacy & Data Protection Policy explains how we collect, use, store, and protect your personal information when you use our website, mobile application, or services (“Services”).
We comply with:
UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Privacy and Electronic Communications Regulations (PECR) where applicable
We are registered (or will register) with the Information Commissioner’s Office (ICO) as a Data Controller where required.

2. Data Controller

For the purposes of UK data protection law, the Data Controller is:
Company Name: Estate Housekeeping 

App Name: Estate Housekeeping (iOS/Android)
Email: contact@estatehousekeeping.com
Address: 155 Victoria Road, Devizes SN10 1HA
We determine how and why your personal data is processed.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Identity Data
Full name
Title (if provided)

3.2 Contact Data
Phone number
Email address
Billing and service address

3.3 Booking & Service Data
Service type (cleaning/housekeeping/estate service)
Appointment dates and times
Property access instructions
Service history

3.4 Financial Data
Payment transaction details (processed via third-party payment providers)
Invoice and billing records
We do NOT store full credit or debit card details.

3.5 Technical Data
Device type (iOS/Android)
IP address
App usage data
Browser type (if using website)
Crash logs and diagnostics

3.6 Location Data 
Approximate or precise location (if enabled by user)
Used only to support service delivery and booking accuracy.

3.7 Communication Data
Messages sent via app, email, or support channels

4. How We Collect Data

We collect data through:
App registration and booking forms
Website contact forms
Customer support communications
Automated app analytics tools
Payment processors

5. Lawful Basis for Processing (UK GDPR Article 6)

We process personal data under one or more of the following lawful bases:

5.1 Contractual Necessity
To provide cleaning and housekeeping services you have requested.

5.2 Legal Obligation
To comply with tax, accounting, and regulatory requirements.

5.3 Legitimate Interests
To:
Improve services and app functionality
Manage customer relationships
Prevent fraud or misuse
We ensure these interests do not override your rights.

5.4 Consent
Where required for:
Marketing communications
Optional location tracking
Non-essential cookies or analytics
You may withdraw consent at any time.

6. How We Use Your Personal Data

We use your data to:
Provide and manage bookings
Assign cleaning staff or contractors
Communicate service updates
Process payments and invoices
Provide customer support
Improve our app and services
Maintain business records
Comply with legal obligations

7. Data Sharing & Third Parties

We do not sell or rent your data.
We may share your data with trusted third parties including:
Cleaning staff or contractors (for service delivery)
Payment processors (e.g. Stripe, Apple Pay, Google Pay)
Cloud hosting providers
IT support and app maintenance providers
Analytics providers (for app performance improvement)
Legal or regulatory authorities (if required by law)
All third parties are contractually required to comply with UK GDPR.

8. International Transfers

If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as:
UK adequacy regulations
Standard Contractual Clauses (SCCs)
Equivalent protection measures

9. Data Retention

We only retain personal data for as long as necessary:
Customer booking and service data: up to [6 years]
Financial records: typically 6 years (legal requirement)
Communication records: up to [3 years]
Technical logs: up to [12 months]
After retention periods, data is securely deleted or anonymised.

10. Data Security

We implement appropriate technical and organisational measures including:
Encryption of sensitive data
Secure cloud storage
Access controls and authentication
Regular system monitoring
Staff confidentiality obligations
Despite safeguards, no system can be guaranteed 100% secure.

11. Your Rights Under UK GDPR

You have the following rights:
Right of access to your personal data
Right to rectification (correction of data)
Right to erasure (“right to be forgotten”)
Right to restrict processing
Right to data portability
Right to object to processing
Right to withdraw consent at any time
To exercise your rights, contact us at: contact@estatehousekeeping.com
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk

12. Cookies & Tracking Technologies

We use cookies and similar technologies to:
Improve website/app performance
Analyse usage
Store preferences
Enable essential functionality
You can control cookies via browser or device settings.

13. Marketing Communications

We may send marketing messages if you have opted in.
You can unsubscribe at any time via:
Email unsubscribe links
App settings
Direct request to us

14. Children’s Data

Our services are not intended for individuals under 16 years old. We do not knowingly collect data from children.

15. Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or significant effects.

16. Changes to This Policy

We may update this policy from time to time. Updates will be posted in the app and/or website with a revised effective date.

17. Contact Us

If you have any questions about this policy or your data:
Company Name: Estate Housekeeping
Email: contact@estatehousekeeping.com