Carpet Cleaners W13 Privacy Policy
This Privacy Policy explains how Carpet Cleaners W13 collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Carpet Cleaners W13 customers and service users in our operating area, including individuals and business clients who engage us for carpet cleaning and related services.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to provide clear and transparent information about our data processing activities and about your privacy rights.
1. Data Controller
Carpet Cleaners W13 is the data controller for the personal data processed in connection with our services. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that it is handled lawfully, fairly and securely.
2. Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you request. The types of personal data we may collect include:
Identification and contact details such as name, address, service address, billing address, and other contact details you provide to us.
Service and booking information such as preferred dates and times, details of the property or premises to be cleaned, access instructions, information about specific cleaning requirements, and records of previous jobs.
Financial and payment information such as payment confirmations and records of transactions. Card details are handled only by our payment providers, and we do not store full card details.
Communication records such as emails, messages, notes from calls and any feedback, reviews or complaints you share with us.
Technical and usage data such as basic device and browser information, and general information about how you interact with our website or online forms where applicable. This may include IP address, pages visited, and time spent on the website, where this is technically collected for security, analytics or service improvement.
Any other information you choose to provide such as additional instructions, photographs of the areas to be cleaned, or accessibility requirements that may affect how we plan and deliver our services.
3. How We Collect Personal Data
We collect personal data directly from you when you contact us to request a quote, make a booking, communicate with us about an existing booking, or provide feedback. This may be done via telephone, online forms, or in person.
We may also receive personal data about you from third parties, for example, from business partners who refer you to us, online platforms through which you request our services, or payment providers when a transaction is processed.
4. Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so under data protection legislation. The main lawful bases we rely on are:
Performance of a contract: We process personal data to take steps at your request before entering into a contract, and to perform the contract for cleaning or related services. This includes arranging appointments, providing quotes, carrying out the cleaning work, and managing payments and invoices.
Legitimate interests: We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. Our legitimate interests include managing and developing our business, improving our services, preventing fraud and misuse, and maintaining accurate records and accounts.
Legal obligations: We process certain data to comply with legal and regulatory requirements, such as record-keeping rules for tax and accounting purposes and cooperating with lawful requests from authorities.
Consent: In some cases, we may rely on your consent, for example for certain marketing communications or for the optional use of particular tracking or analytics tools. Where we rely on consent, you have the right to withdraw that consent at any time.
5. Purposes of Processing Personal Data
We use your personal data for the following purposes:
To provide and manage carpet cleaning and related services, including handling enquiries, preparing quotes, processing bookings and delivering services at the agreed location.
To communicate with you about bookings, changes to appointments, invoices, payments, and any issues or queries you raise.
To take payment for services, issue invoices and receipts, and maintain financial and accounting records.
To improve our services, train staff, and monitor quality by reviewing feedback and service history.
To send you information about our services, promotions or updates, where this is permitted by law and, where required, with your consent.
To manage our website performance, security and integrity, and to generate anonymised or aggregated statistics for internal analysis.
To comply with legal obligations and to establish, exercise or defend legal claims where necessary.
6. Data Sharing and Processors
We may share your personal data with third parties who act as data processors and who provide services on our behalf. These may include payment processing providers, IT service and hosting providers, providers of customer management systems, and outsourced administration or bookkeeping services.
These processors are only permitted to process your personal data in accordance with our instructions, for specified purposes, and are required to implement appropriate technical and organisational measures to protect your data.
We may also share personal data where required by law, to comply with requests from regulatory or law enforcement authorities, or in connection with legal proceedings.
If we sell or reorganise our business, personal data may be transferred to a successor or new owner as part of that process, in accordance with applicable data protection laws.
7. International Transfers
Where we use service providers or systems that are located outside the United Kingdom or the European Economic Area, or which store data in other countries, we take steps to ensure that appropriate safeguards are in place. These may include using service providers in countries that have been granted adequacy decisions or entering into contracts that incorporate recognised data protection clauses and protections.
8. Data Retention
We retain personal data only for as long as it is necessary for the purposes for which it was collected, and to satisfy any legal, accounting or reporting requirements.
In general, we keep customer records, booking information and financial records for a period consistent with statutory requirements and relevant limitation periods for legal claims. After the applicable retention period has expired, we will securely delete or anonymise your personal data.
The specific retention period may vary depending on the type of record, the nature of our relationship with you and any legal obligations that apply.
9. Data Security
We implement appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure or destruction. These measures include access controls, secure storage, and the use of reputable service providers who meet recognised security standards.
While we take reasonable steps to safeguard your personal data, no system can be completely secure. You are also responsible for taking reasonable precautions to protect your own information when communicating with us.
10. Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions. Your rights include:
Right of access: You have the right to request confirmation that we hold personal data about you and to request a copy of that data.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: You may, in certain circumstances, ask us to delete your personal data. This right is not absolute and may be limited where we need to retain data for legal obligations or legitimate interests.
Right to restrict processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection.
Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests or for direct marketing.
Right to data portability: You have the right, in certain circumstances, to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transfer it to another controller, where technically feasible.
Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
11. Complaints and Supervisory Authority
If you have concerns about how we handle your personal data, you are encouraged to contact us so that we can attempt to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any updates will take effect when the revised Privacy Policy is made available. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
