Privacy Policy
At CosmicTrails, we are committed to protecting your privacy and ensuring the security of your personal information. This privacy policy explains how we collect, use, store, and protect your data when you use our cleaning services or visit our website.
Last updated: July 28, 2025
Our Data Protection Commitment
Security First
We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction.
Transparency
We are clear about what data we collect, why we collect it, and how we use it. You have the right to know and control your personal information.
Your Rights
You maintain control over your personal data with rights to access, rectify, erase, and port your information as per applicable data protection laws.
Minimal Collection
We only collect personal information that is necessary for providing our cleaning services and improving your experience with CosmicTrails.
What Personal Data We Collect
Contact Information
What we collect: Your name, phone number, and home address when you book our cleaning services. This information is essential for scheduling appointments and providing service at your location.
How we collect it: Through our contact forms, phone calls, or WhatsApp communications when you request quotes or book cleaning services.
Legal basis: Contractual necessity for service delivery and legitimate interest in customer communication.
Service Preferences
What we collect: Information about your cleaning preferences, service frequency, special requirements, access instructions, and property details relevant to our services.
How we collect it: During initial consultations, service bookings, and ongoing communications to customize our cleaning approach to your needs.
Legal basis: Contractual necessity for personalized service delivery and legitimate interest in service improvement.
Website Analytics Data
What we collect: Anonymous usage data including pages visited, time spent on site, device information, browser type, and general location (city level) through cookies and analytics tools.
How we collect it: Automatically through website cookies and analytics services when you browse our website, subject to your cookie preferences.
Legal basis: Legitimate interest in website optimization and user experience improvement, with your consent for non-essential cookies.
Payment Information
What we collect: Payment method preferences and transaction records. We do not store credit card details or sensitive financial information on our systems.
How we collect it: Through secure payment processors when you pay for services via M-Pesa, bank transfers, or card payments processed by trusted third parties.
Legal basis: Contractual necessity for payment processing and legal compliance for financial record keeping.
How We Use and Share Your Data
How We Use Your Data
Schedule and coordinate cleaning appointments at your preferred times and locations
Communicate service updates, confirmations, and follow-up regarding your cleaning services
Process payments and maintain transaction records for accounting and customer service purposes
Analyze service usage to improve our cleaning processes and customer satisfaction
Ensure security and prevent fraud in our service operations and payments
Send occasional service updates and cleaning tips (only with your explicit consent)
Data Sharing Practices
We never sell your personal information to third parties or use it for unauthorized marketing purposes
Share necessary details with our trusted cleaning team members assigned to your service location
Share payment information with secure, licensed payment processors for transaction completion
Disclose information only when required by law or to protect our legal rights and safety
Share aggregated, anonymized data with service partners to improve cleaning industry standards
Data Protection and Security Measures
Secure Data Storage
All personal data is stored on secure, encrypted servers with restricted access. We use industry-standard SSL encryption for data transmission and regularly update our security protocols.
Access Controls
Only authorized CosmicTrails staff members have access to personal data, and only to the extent necessary for their job functions. All access is logged and monitored.
Data Retention
We retain personal data only as long as necessary for service provision and legal compliance. Inactive customer data is automatically reviewed and purged after 36 months.
Breach Response
In the unlikely event of a data breach, we will notify affected customers within 72 hours and take immediate steps to secure data and prevent further unauthorized access.
Your Data Protection Rights
Right to Access
You can request a copy of all personal data we hold about you, including how it's being used and who it's shared with. We'll provide this information within 30 days.
Right to Rectification
If any of your personal information is inaccurate or incomplete, you have the right to have it corrected or updated promptly at no cost to you.
Right to Erasure
You can request deletion of your personal data when it's no longer necessary for the original purpose or when you withdraw consent, subject to legal retention requirements.
Right to Data Portability
You can receive your personal data in a structured, commonly used format, or request that we transfer it directly to another service provider where technically feasible.
Right to Object
You can object to processing of your personal data for marketing purposes or when based on legitimate interests, and we'll stop unless we have compelling legitimate grounds.
Right to Restrict Processing
You can request limitation of processing in certain circumstances, such as when you contest the accuracy of data or object to processing while we verify legitimate grounds.
How to Exercise Your Rights
Submit a request through our contact form with "Data Rights Request" in the subject line
Call our customer service team during business hours to discuss your data rights
Provide proof of identity to ensure we protect your personal information from unauthorized requests
We'll respond to your request within 30 days and keep you informed throughout the process