Parties, scope and duration
The business identified in the account/order is the controller and Nadine Pierre LTD (company 17235708, 128 City Road, London, EC1V 2NX) is its processor for cleaning-customer and business-user data supplied to SmartBookings. This schedule forms part of the accepted business contract. It applies throughout the service and until return/deletion is completed, and prevails for processor obligations if the business terms conflict. TaskPilot acts separately as controller for its own billing, support and security administration as described in the privacy notice.
Processing particulars and instructions
The subject matter is hosted enquiry, quotation, booking and follow-up administration and the approved transactional notifications. Operations include collecting, storing, organising, retrieving, transmitting relevant notifications, securing, exporting and deleting records. Data subjects are customer-business users, prospective and existing cleaning customers. Data includes names, contact details, postcode/district, service requests and notes, quoted amounts, agreed booking times/status, account and delivery references. Special-category information, card data and access codes are not required and must not be supplied. The controller instructs us through this agreement, configured services and authorised account actions. We process only documented lawful instructions, including for transfers, unless UK law requires otherwise; we notify the controller before that processing unless legally prohibited. We immediately inform the controller if an instruction appears to infringe applicable data-protection law.
People and security
We restrict access to authorised people who need it for the service and are bound by confidentiality obligations. We maintain risk-appropriate technical and organisational safeguards, including encrypted transport, scoped tenant queries and locked mutations, access checks, founder passkeys, signature-checked webhooks, least-privilege production credentials, encrypted recovery artifacts and incident investigation. No system is guaranteed immune to incidents. We review safeguards and do not materially reduce them during the service. The controller is responsible for its users, devices, lawful collection and accurate notices.
Subprocessors and international access
The controller gives general written authorisation for Vercel (hosting), Neon (database), Resend / Plus Five Five, Inc. (transactional delivery) and GitHub (encrypted recovery artifacts). Support information intentionally emailed to us also uses our Microsoft 365 mailbox. Stripe processes payment information under its payment terms and privacy notice. The provider functions and international access are described in our privacy notice. We impose equivalent applicable data-protection obligations on subprocessors and remain responsible for their performance of those obligations. We notify the account contact of intended additions/replacements before use, allowing a reasonable opportunity to object on data-protection grounds. We seek an appropriate alternative; if unresolved, the affected processing is suspended or terminated with return/deletion arrangements and a refund for undelivered prepaid service. Restricted transfers require an applicable lawful mechanism, such as approved clauses with the UK Addendum/IDTA, and any required assessment and supplementary safeguards. The controller can request the relevant safeguards and provider list.
Rights, incidents and assistance
Taking account of the nature of processing and information available to us, we assist the controller with data-subject requests, security obligations, breach reporting, impact assessments and regulator consultation. We promptly refer requests concerning controller data to that controller and do not independently decide its response unless law requires it. We notify the controller without undue delay after becoming aware of a personal-data breach, provide available facts, affected categories, likely consequences and mitigation, and update the information as investigation progresses. We cooperate in containment and recovery; notification is not an admission of liability.
Return, deletion and audit
At the controller’s choice, we return or delete personal data at service end and delete copies unless law requires storage. The normal closure window is 30 days for export followed by active-system deletion within a further 30 days; earlier requests are addressed without undue delay. Backup copies are protected from ordinary use and expire on the disclosed cycle, with erasures reapplied after restoration. Any legally required retained data remains protected and restricted to that purpose. We provide information needed to demonstrate compliance and allow and contribute to controller or mandated-auditor audits, including inspections. Reasonable confidentiality and security arrangements protect other customers without preventing an effective audit. Contact hello@taskpilotai.co.uk for instructions, assistance or audit arrangements.