Privacy Policy

Definitions & Interpretation

The capitalised terms below have specific meanings throughout this Privacy Policy, whether they appear in singular or plural.

• Company / We / Us / Our — Bantha Cleaning Service, 11 Victoria Road, Aldershot, GU11 1TQ, United Kingdom.
• You / Your — any individual, household, or business that visits our website or books our cleaning services.
• Personal Data — any information that identifies or could identify a living individual, such as name, email, phone number, or address.
• Usage Data — data collected automatically when you visit our website, such as your IP address, browser type, pages visited, and time on site.
• Cookies — small files placed on your device by our website that store browsing preferences and analytics information.
• Service — the Bantha Cleaning Service website at banthacleaning.com and all cleaning services we provide.
• Service Provider — a third-party company or individual processing data on our behalf (e.g. email platforms, analytics tools).
• UK GDPR — the UK General Data Protection Regulation, as retained in UK law under the European Union (Withdrawal) Act 2018.
• ICO — the Information Commissioner's Office, the UK's independent data protection regulator.

Who Controls Your Data

Bantha Cleaning Service is the Data Controller responsible for your personal data. This means we determine how and why your personal information is processed.

If you have any questions about how we handle your personal data, please contact us using the details above or see Section 15.

What Data We Collect

3.1 Information You Provide to Us

When you contact us, request a quote, or book a cleaning service — whether online, by phone, or via WhatsApp — we may collect:

• Full name
• Email address
• Phone number (including WhatsApp number)
• Property address (where cleaning is to take place)
• Property photos or descriptions (sent for quoting purposes)
• Service preferences, special requirements, or access instructions
• Payment-related information (we do not store full card details)
• Any other information you choose to share with us

3.2 Usage Data (Collected Automatically)

When you visit banthacleaning.com, we automatically collect certain technical data, including:

• IP address and approximate location (country/region)
• Browser type and version
• Pages visited and time spent on each page
• Referring website (how you found us)
• Device type (desktop, tablet, or mobile)
• Date and time of your visit

3.3 Communications Data

If you email us, call us, or message us via WhatsApp, we may retain records of those communications to ensure we can respond effectively and maintain a record of the services agreed.

Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following legal bases:

• Contract performance — processing is necessary to fulfil our cleaning service agreement with you (e.g. confirming a booking, sending a quote, or arranging access).
• Legitimate interests — we have a legitimate business interest in communicating with customers, improving our services, and keeping records. We ensure these interests do not override your rights.
• Legal obligation — we may need to retain certain data to comply with UK tax, financial, or legal requirements.
• Consent — for non-essential cookies or marketing emails, we rely on your explicit consent, which you can withdraw at any time.

How We Use Your Data

We use the personal information we collect for the following purposes:

5.1 To Provide Our Cleaning Services

• Processing and confirming your booking for domestic or commercial cleaning in Hampshire and Surrey
• Sending quotes, confirmations, and invoices
• Arranging access to your property at the agreed time
• Following up after the clean to ensure satisfaction

5.2 To Communicate With You

• Responding to your enquiries, quote requests, or complaints
• Sending reminders about upcoming bookings
• Notifying you of changes to a booking or service
• Sending service-related updates (e.g. cleaner running late)

5.3 To Improve Our Services

• Analysing how our website is used to improve content and user experience
• Understanding which services and areas (e.g. Aldershot, Farnborough, Fleet) are most in demand
• Training and quality assurance for our cleaning staff

5.4 Marketing (With Your Consent)

• Sending occasional emails about special offers, promotions, or cleaning tips
• Newsletter communications (only if you have subscribed)

You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email or by contacting us directly.

5.5 Legal & Compliance

• Maintaining financial records as required by HMRC
• Responding to legal requests or regulatory enquiries
• Protecting against fraud or misuse of our services

Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience and understand how visitors use our site. Where required by UK law, we only place non-essential cookies with your consent.

6.1 Types of Cookies We Use

6.2 Managing Cookies

You can control cookies through our cookie consent tool (shown when you first visit the site) or through your browser settings. Most browsers allow you to block or delete cookies. Please note that disabling strictly necessary cookies may affect the functionality of our website.

You can withdraw your cookie consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

6.3 Web Beacons

Our website and emails may use web beacons (also known as pixel tags or clear GIFs) — tiny transparent images that help us track whether emails have been opened or pages have been visited. This information is used for analytics purposes only.

Who We Share Your Data With

We do not sell your personal data to third parties. We may share your information only in the following circumstances:

7.1 Service Providers

We use trusted third-party service providers who process data on our behalf, including:

• Email and communication platforms (e.g. Gmail, WhatsApp Business)
• Website hosting and analytics providers (e.g. WordPress, Google Analytics)
• Booking and scheduling tools
• Payment processors (if applicable)

All service providers are required to handle your data securely and in accordance with UK GDPR. They may only use your data to provide the specific service to us and not for their own purposes.

7.2 Legal Requirements

We may disclose your personal data if required to do so by law, or in response to valid requests from public authorities such as the police, courts, or HMRC. We will only do so where we are legally compelled or where we reasonably believe disclosure is necessary to:

• Comply with a legal obligation
• Protect and defend our legal rights or property
• Prevent or investigate fraud or wrongdoing
• Protect the safety of our staff, customers, or the public

7.3 Business Transfers

In the event of a merger, acquisition, or sale of Bantha Cleaning Service, your personal data may be transferred to the new owner. We will notify you in advance if this occurs and your data becomes subject to a different privacy policy.

How Long We Keep Your Data

We retain your personal data only for as long as is necessary for the purposes it was collected. The following retention periods apply:

• Customer booking records — up to 6 years after the last service, to comply with HMRC financial record-keeping requirements
• Enquiries and quotes (not converted to bookings) — up to 12 months from initial contact
• Email and WhatsApp correspondence — up to 24 months from the date of communication
• Website analytics data — up to 24 months from collection (in anonymised or aggregated form where possible)
• Marketing and newsletter subscriptions — until you unsubscribe or withdraw consent
• Legal and compliance records — as required by applicable law (typically up to 6 years)

When retention periods expire, data is securely deleted or anonymised. Residual copies in encrypted backups are deleted in line with our standard backup rotation schedule and are not restored except for security or disaster recovery purposes.

International Data Transfers

Bantha Cleaning Service is based in the United Kingdom and primarily processes your data within the UK and European Economic Area (EEA). Some of our third-party service providers (such as Google Analytics or email platforms) may process data outside the UK or EEA.

Where data is transferred internationally, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the ICO or European Commission
• Adequacy decisions recognising the recipient country's data protection standards
• Other lawful transfer mechanisms under UK GDPR

You may contact us for further information about the specific safeguards applied to international transfers of your data.

Your Rights Under UK GDPR

As a UK resident, you have the following rights regarding your personal data. You can exercise these rights at any time by contacting us (see Section 15).

We will respond to all valid requests within one calendar month. This may be extended by a further two months for complex requests, and we will inform you if this applies.

Data Security

Bantha Cleaning Service takes the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, accidental loss, destruction, or disclosure. These include:

• Secure HTTPS connection on our website
• Password-protected business accounts and devices
• Restricted access to personal data — only staff who need it to do their job can access it
• Secure email communications
• Regular review of our data handling procedures

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we will notify you and the ICO without undue delay if we become aware of a personal data breach that poses a risk to your rights and freedoms.

Children's Privacy

Our website and cleaning services are not directed at children under the age of 16. We do not knowingly collect personal data from anyone under 16 years of age.

If you are a parent or guardian and believe your child has provided us with personal data, please contact us at [email protected] and we will promptly delete the information from our records.

Third-Party Links

Our website may contain links to third-party websites, social media platforms (Facebook, Instagram, LinkedIn, X/Twitter), and review platforms (such as Google). These sites are not operated by Bantha Cleaning Service and have their own privacy policies.

We have no control over and assume no responsibility for the content, privacy practices, or security of any third-party websites. We strongly encourage you to review the privacy policy of every external site you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this page
• Post a notice on our website at banthacleaning.com
• Where required, notify you by email if we hold your contact details

We encourage you to review this Privacy Policy periodically. Your continued use of our website or services after changes take effect constitutes acceptance of the updated policy.