Privacy Policy - Earlscourt Cleaners

This Privacy Policy explains how Earlscourt Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Earlscourt Cleaners customers in the area, including individuals who use our dry cleaning, laundry, repair, alteration, and related services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Earlscourt Cleaners is the data controller for the personal data described in this policy. This means we decide how and why your personal data is processed when you use our services. We take data protection seriously and aim to process only the information we need for clear and legitimate purposes.

2. Information We Collect

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

Identity details, such as your name.
Contact details, such as your phone number, email address, and service address, where provided.
Service information, including order history, item descriptions, instructions, and preferences.
Payment information, such as payment method details and transaction records, although we do not store unnecessary card security data.
Communication records, including messages, complaints, instructions, and customer service notes.
Technical information, where relevant, such as device or browser data if you interact with digital services used to manage orders.
Special category data only if you choose to provide it and only where necessary, for example if garment contents, allergies, or health-related handling instructions are disclosed to us.

We collect most of this information directly from you when you place an order, provide instructions, raise a query, or communicate with us. In some cases, data may be provided by another person acting on your behalf, such as a household member or business contact.

3. How We Use Your Data

We use personal data for the following purposes:

To provide cleaning, laundering, repair, and alteration services.
To process orders, manage collections and deliveries, and track items.
To contact you about your items, instructions, or service updates.
To manage payments, refunds, and account records.
To handle complaints, claims, and customer support requests.
To maintain internal records, quality control, and service improvements.
To comply with legal obligations, including tax, accounting, and regulatory requirements.
To prevent fraud, misuse, or unlawful activity.

We only use your data for the purposes for which it was collected unless we reasonably consider that another compatible purpose is appropriate and lawful.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Earlscourt Cleaners relies on the following lawful bases:

Contract – processing is necessary to provide the services you request, manage your orders, and fulfil our obligations to you.
Legal obligation – processing is necessary to comply with legal and regulatory duties, such as accounting and record keeping.
Legitimate interests – processing is necessary for our legitimate business interests, such as improving services, handling customer communications, preventing misuse, and protecting our business, provided your rights do not override those interests.
Consent – where required, for example for certain optional uses of information or where we need consent to process special category data that you voluntarily disclose.

Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum data needed and require appropriate safeguards.

Processors may include:

Payment service providers who handle card or electronic payments securely.
IT and software providers who support order management, email, storage, or business systems.
Delivery or collection partners where items must be transported on your behalf.
Professional advisers such as accountants, insurers, auditors, or legal advisers where necessary.
Maintenance and security providers who help protect our premises and systems.

These service providers are only permitted to process data according to our instructions and for the purposes we specify. We expect them to apply suitable technical and organisational measures to protect your data.

We may also disclose personal data if required by law, court order, regulatory request, or to protect the rights, property, or safety of Earlscourt Cleaners, our customers, staff, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reasons for processing.

Order and service records are generally kept for a reasonable period after completion to handle queries, claims, or disputes.
Payment and accounting records are kept for the period required by law and standard business practice.
Communication records are retained as long as needed to resolve issues and maintain accurate business records.
Security records may be kept for a limited time where needed to prevent or investigate incidents.

When data is no longer needed, we will securely delete, anonymise, or archive it in a way that prevents unnecessary access.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and procedures for handling data safely. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected data incident.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to conditions or exemptions.

Right of access – you may ask for a copy of the personal data we hold about you.
Right to rectification – you may request correction of inaccurate or incomplete data.
Right to erasure – in certain circumstances, you may ask us to delete your data.
Right to restriction – you may request that we limit how we use your data in certain situations.
Right to data portability – you may request a copy of certain data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before responding to your request.

9. Children’s Data

Our services are intended for adults or for arrangements made by adults on behalf of a household or business. We do not knowingly collect personal data directly from children unless it is necessary for a specific service instruction provided by an adult. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

10. International Transfers

Where any processor or service provider stores or processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections required under applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review the policy periodically so they remain informed about how their data is used.

12. How We Handle Complaints

If you have concerns about how we process your personal data, we will aim to address them promptly and fairly. You also have the right to raise concerns with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve the issue directly.

13. Summary of Our Commitment

At Earlscourt Cleaners, we value privacy and treat personal data with care and respect. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. Our approach is designed to protect your information while allowing us to provide reliable cleaning services to all Earlscourt Cleaners customers in the area.