Privacy/GDPR

Buzz Maids Services Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Telephone : 0118 334 7272

Email : Hello@buzzmaids.co.uk

What information we collect, use, and why

We collect or use the following information to provide services:

• Names and contact details
• Addresses
• Purchase or account history
• Payment details (including card or bank information for transfers and direct debits)
• Health and safety information
• Account information
• Photographs or video recordings
• Call recordings
• Records of meetings and decisions
• Identification documents
• Information relating to compliments or complaints

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Identification documents
• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Any other personal information required to comply with legal obligations
• Health and safety information

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Payment details
• Account information
• Purchase or service history
• Video recordings of private or staff only areas
• Photographs of client premises – before, during and after providing services
• Call recordings
• Witness statements and contact details
• Relevant information from previous investigations
• Customer or client accounts and records
• Information relating to health and safety
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure- You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing- You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability- You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
• • running and managing our business;
  • responding to customer enquiries;
  • providing and improving our services;
  • managing bookings and staff allocation;
  • recording service condition and quality;
  • preventing fraud or misuse of our services;
  • managing complaints, disputes and claims;
  • recovering unpaid sums;
  • protecting our legal rights and business reputation.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • Keeping you informed about our services.
  • Sending relevant service updates.
  • Improving our communications and services.
  • Letting you know about products or services that may be of interest, where permitted by law.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for legal requirements are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • To protect our legal rights and interests.
  • To maintain accurate records.
  • To prevent fraud and misuse of our services.
  • To ensure the security of our systems and information.
  • To establish, exercise, or defend legal claims where necessary.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
• • Managing our recruitment process.
  • Assessing applicants' suitability for roles.
  • Keeping recruitment records

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • Responding to queries, complaints and claims.
  • Keeping accurate records.
  • Improving our services.
  • Protecting our legal rights.
  • service verification.
  • insurance purposes.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• CCTV footage or other recordings
• Publicly available sources
• Previous employers
• Landlords, tenants, agents, property managers, family members or authorised representatives
• Our employees, contractors or service providers during the provision of services

How long we keep information

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Others we share personal information with

• Professional or legal advisors
• External auditors or inspectors
• Organisations we’re legally obliged to share personal information with
• Other relevant third parties:

• • Our employees, cleaners, contractors and representatives;
  • payment providers and banks;
  • booking, scheduling, invoicing, email, website, IT and cloud service providers;
  • landlords, tenants, agents, property managers, concierge staff or authorised representatives, where relevant to the service;
  • insurers, loss adjusters or claims handlers;
  • prospective buyers, investors or advisers if our business is sold, restructured or transferred.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: Hello@buzzmaids.co.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint