Privacy Policy – Carpet Cleaners W13

This Privacy Policy explains how Carpet Cleaners W13 collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners W13 customers in the area, including individuals who request quotes, book services, make enquiries, or otherwise interact with us in connection with carpet cleaning and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners W13 is the data controller for the personal data described in this policy. This means we decide how and why your personal data is processed. We only process data that is necessary for delivering our services, managing customer relationships, meeting legal obligations, and improving the quality and safety of our operations.

2. Data We Collect

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

• Identity data: your name, title, and any account or booking reference.
• Contact data: address, email address, telephone number, and service location.
• Service details: information about the carpet cleaning services requested, property access instructions, preferred appointment times, and service history.
• Payment data: payment method details, payment status, invoicing information, and transaction records. We do not store more card information than is necessary for secure payment processing.
• Communication data: emails, messages, call notes, complaint details, and any feedback provided.
• Technical data: basic device or usage information if you interact with digital systems used for booking or administration.
• Special category data: we do not intentionally collect sensitive personal data. If such information is inadvertently provided, we will handle it only where necessary and with appropriate safeguards.

We usually receive data directly from you when you request services, complete forms, communicate with us, or make a payment. In some cases, we may also receive information from third parties such as property managers, landlords, letting agents, or payment providers, where this is necessary to deliver our services.

3. How We Use Your Data

We use personal data for the following purposes:

• to provide carpet cleaning and related services;
• to manage bookings, quotations, and customer requests;
• to process payments and issue invoices or receipts;
• to communicate with you about appointments, service updates, or service issues;
• to handle complaints, disputes, and customer support matters;
• to maintain internal records and improve our operations;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect against fraud, misuse, or security incidents.

We only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and the law allows this.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, scheduling services, carrying out cleaning work, and managing payments.

Legal Obligation

We process certain data where needed to comply with legal obligations, such as tax records, accounting requirements, consumer law, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include maintaining service records, improving service quality, preventing fraud, and managing routine business administration. Where we rely on legitimate interests, we ensure appropriate balancing measures are in place.

Consent

In limited situations, we may rely on your consent, such as for optional marketing communications or where specific processing requires consent by law. You can withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties that act as processors on our behalf. These processors only process data according to our instructions and are required to keep it secure and confidential. Examples may include:

• Payment processors that handle secure transactions;
• Booking and administration systems used to manage appointments and records;
• IT and cloud service providers that support data storage, communications, or security;
• Accounting and invoicing providers that help with financial record-keeping;
• Customer support tools that assist with communications and service management.

We may also share data where required by law, court order, regulatory request, or to protect our legal rights, property, staff, or customers. We do not sell personal data.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent lawful protections to ensure your data remains protected to an adequate standard.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reasons for processing. For example:

• booking and service records are kept for a period necessary to manage customer history and disputes;
• financial and invoice records are retained for the period required by tax and accounting laws;
• complaint and correspondence records may be retained for a reasonable period to resolve issues and demonstrate compliance;
• unused enquiry data may be deleted after a suitable period where no further service is requested.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks associated with processing. Access is limited to authorised personnel and approved processors who need the information to perform their duties.

9. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These include:

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

Carpet Cleaners W13 will respond to valid requests within the time limits set by law, usually within one month, unless the request is complex or numerous. We may need to verify your identity before responding in order to protect your privacy.

10. Children’s Data

Our services are intended for adult customers and property-related service arrangements. We do not knowingly collect personal data from children unless it is provided incidentally and lawfully by an adult customer acting on behalf of a household or property. If we become aware that we have collected data unlawfully relating to a child, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

We are committed to processing personal data in a lawful, transparent, and secure way. Carpet Cleaners W13 collects only the information necessary to provide services effectively, uses it for clear and legitimate purposes, keeps it only for as long as needed, and applies safeguards when sharing it with processors. We also respect your rights and will work to ensure your data is handled with care and treated responsibly at all times.