Privacy Policy - Carpetcleaning W1G

This Privacy Policy explains how Carpetcleaning W1G collects, uses, stores, shares, and protects personal data relating to its customers. It applies to all Carpetcleaning W1G customers in the area, including individuals who request quotations, book services, receive cleaning services, make enquiries, or otherwise interact with us. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpetcleaning W1G provides professional carpet cleaning services to residential and commercial customers. For the purposes of data protection law, we act as the data controller for the personal data we collect and determine how and why it is processed. This policy applies to personal data collected through service enquiries, bookings, payments, service delivery, customer communications, complaints, and related administrative activities.

2. Personal Data We Collect

We only collect information that is necessary for delivering our services, managing our relationship with customers, and meeting legal obligations. The types of data we may collect include:

Identity details: name and, where relevant, business name.
Contact details: address, email address, telephone number, and service location.
Booking information: service type, appointment date, property access details, and customer preferences.
Payment information: payment method, transaction reference, billing records, and invoice details. We do not store card security codes.
Communication records: messages, call notes, complaint details, feedback, and correspondence history.
Service records: work completed, before-and-after notes, cleaning requirements, and quality assurance information.
Technical data: limited website or device information if you contact us online, such as IP address or browser type, where applicable and lawfully collected.

We do not intentionally collect special category data, such as information about health, race, religion, or political views, unless you voluntarily provide such information and it is strictly necessary for the service or to comply with the law. If this occurs, it will be handled with additional care and only where a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to schedule, confirm, and carry out cleaning services;
to communicate about service arrangements, access requirements, or changes to appointments;
to process payments and issue invoices or receipts;
to manage customer relationships and respond to complaints or feedback;
to improve service quality, customer experience, and internal operations;
to maintain business records and comply with legal, tax, or accounting obligations;
to prevent fraud, misuse, or security incidents;
to defend or establish legal claims where necessary.

We will only use your personal information for the purposes for which it was collected unless we reasonably consider that another compatible purpose is required or permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Carpetcleaning W1G relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations at your request, confirming bookings, delivering cleaning services, processing payments, and handling service-related communications.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer records, improving services, preventing fraud, and handling routine administrative tasks. When we rely on legitimate interests, we assess the impact on your privacy and ensure appropriate safeguards are in place.

Legal Obligation

We process certain information to comply with legal requirements, including tax, accounting, record-keeping, consumer protection, and other applicable laws.

Consent

Where required by law, we will ask for your consent before processing personal data for a specific purpose. If consent is relied upon, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

5. Data Sharing and Processors

We do not sell personal data. However, we may share information with trusted third parties who process data on our behalf. These third parties act as processors and are only permitted to use data according to our instructions and applicable law. Examples may include:

Payment processors for handling card or electronic payments;
Accounting and bookkeeping providers for financial record management;
IT and cloud service providers for data storage, backup, and system support;
Customer communication tools used for sending service updates or administrative messages;
Professional advisers such as lawyers, insurers, or auditors where necessary;
Public authorities where disclosure is required by law, regulation, or a valid legal request.

All processors are selected with care and are expected to maintain appropriate technical and organisational measures to safeguard personal data. Where personal data is transferred outside the UK, we will ensure appropriate protection is in place, such as an adequacy regulation or approved contractual safeguards.

6. 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 obligations. Retention periods depend on the type of data and the reason for processing.

Customer and booking records: kept for the duration of the customer relationship and for a reasonable period afterwards to manage follow-up, disputes, or warranties.
Financial and tax records: kept in line with statutory requirements, typically for several years after the end of the relevant accounting period.
Complaint and communication records: retained as long as needed to resolve issues and maintain business records.
Security or incident records: kept for as long as necessary to investigate and prevent future issues.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, limited employee access, and regular review of our data handling practices. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. Your Rights

As a data subject, you have rights under data protection law. Subject to certain conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain circumstances;
Restriction of processing in specific situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is our lawful basis;
Lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

We encourage you to contact us first if you have concerns, as we will aim to address them promptly and fairly. Please note that some rights may not apply in every situation, particularly where we are required to retain data for legal reasons.

9. Automated Decision-Making

We do not use personal data for automated decision-making or profiling that produces legal or similarly significant effects. Any important decisions relating to service delivery are made by people, not solely by automated systems.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing services at a household or premises. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete or secure the information as required by law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. The latest version will apply to all customers in the Carpetcleaning W1G area from the date it is published or otherwise made available. We recommend reviewing this policy periodically to stay informed about how your data is handled.

12. Final Statement

By using Carpetcleaning W1G services, making an enquiry, or providing your information to us, you acknowledge that your personal data will be processed in accordance with this Privacy Policy and applicable data protection laws. Our aim is to ensure that personal information is handled with care, transparency, and respect, while supporting the efficient delivery of services to customers across the area.