Privacy Policy - Carpetcleaning SE23

This Privacy Policy explains how Carpetcleaning SE23 collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Carpetcleaning SE23 customers in the SE23 area, including prospective customers, current customers, and anyone who interacts with us in relation to our carpet cleaning services. We are committed to handling personal data 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 this policy applies to

This policy applies to all Carpetcleaning SE23 customers in the area, as well as individuals who request quotes, make enquiries, book services, or otherwise communicate with us about our services. It also applies where we process personal data on behalf of landlords, property managers, letting agents, offices, or other parties that arrange cleaning services for the benefit of occupants or staff.

By using our services or sharing personal information with us, you acknowledge that your data will be processed in line with this policy.

2. Data we collect

We collect only the personal data necessary to provide and manage our services. The type of data we collect may include:

Identity details such as your name, title, and any relevant business name.
Contact details such as your address, phone number, and email address.
Service details such as the property address, room information, carpet type, stain descriptions, and cleaning requirements.
Booking and transaction information such as appointment dates, service history, quotes, invoices, payment records, and correspondence.
Access and delivery information such as entry instructions, parking notes, or preferred appointment times.
Technical data where relevant, such as limited website or device information if you contact us through digital channels.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or a legal basis applies. Where special category data is received accidentally, we will handle it with appropriate care and limit its use to what is required.

3. How we use your data

We use personal data for the following purposes:

To provide carpet cleaning and related services.
To prepare quotes, confirm bookings, and manage appointments.
To communicate with you before, during, and after a service.
To process payments, refunds, and accounting records.
To handle complaints, service issues, and aftercare requests.
To maintain business records and comply with legal obligations.
To improve our service quality, training, and operational efficiency.

We only use personal data where there is a lawful reason to do so, and we do not sell your personal information.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Carpetcleaning SE23 relies on the following bases:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes arranging quotations, confirming bookings, delivering cleaning services, and handling payment-related matters.

Legal obligation

We process certain data to comply with laws and regulations, including tax, accounting, record-keeping, and consumer protection requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include responding to enquiries, improving our services, preventing fraud, maintaining security, and managing operational records. We ensure that any processing based on legitimate interests is proportionate and limited to what is necessary.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional and not necessary for our services or legal obligations. If consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How we share data

We may share personal data with carefully selected third parties when necessary to operate our business and provide our services. These third parties act as processors or independent controllers depending on the situation. They may include:

Payment providers that handle card or bank transactions.
Booking and administration systems used to manage appointments and records.
IT and cloud service providers that store or secure business data.
Accountants or tax advisers who assist with financial compliance.
Legal or regulatory advisers where necessary for compliance or dispute resolution.

We require all processors to protect personal data and to use it only according to our instructions and applicable law. If disclosure is required by law, court order, or a regulatory authority, we may share relevant information to the extent necessary.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods vary depending on the type of data and why it is held.

Customer and booking records are generally kept for the period needed to manage the service relationship and resolve any disputes.
Financial and tax records are retained for the period required by law, typically for accounting and tax compliance purposes.
Correspondence and complaint records may be kept for a reasonable period to evidence service history and resolve issues.

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

7. Data security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, staff awareness, and regular review of data handling practices. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

Right of access - you can ask for a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - in certain cases, you can ask us to delete your personal data.
Right to restriction - you can ask us to limit how we use your data in certain situations.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - in some cases, you can request your data in a structured, commonly used format.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

If you believe we are not handling your personal data correctly, you also have the right to complain to the UK Information Commissioner's Office (ICO). We encourage you to raise concerns with us first so that we can try to resolve the matter promptly and fairly.

9. Data provided by third parties

Sometimes personal data about you may be provided by a third party, such as a landlord, employer, letting agent, or household member who arranges a carpet cleaning service. In such cases, we will only use the information for the purpose for which it was shared and in accordance with this policy. Where required, we will take steps to ensure that individuals are informed about the processing of their data.

10. Children’s data

Our services are directed to adults and business customers, and we do not intentionally collect personal data from children. If we become aware that we have inadvertently collected data relating to a child without appropriate authorisation, we will take steps to delete or otherwise protect that data as appropriate.

11. International transfers

Where service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place so that your personal data remains protected to the standards required by applicable law. Any such transfers will be limited to what is necessary for our business operations.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any changes will take effect when the updated policy is published or otherwise made available. We encourage you to review this policy periodically to stay informed about how we handle your information.

13. Summary of key points

Carpetcleaning SE23 processes customer data only for lawful business and legal purposes.
We collect data needed to quote, book, deliver, and manage services.
Our lawful bases include contract, legal obligation, legitimate interests, and consent where appropriate.
We retain data only as long as necessary and protect it with appropriate safeguards.
You have rights over your personal data, including access, correction, deletion, and objection.

This policy applies to all Carpetcleaning SE23 customers in the area. By engaging our services, you acknowledge that your data will be processed in accordance with this Privacy Policy and applicable data protection law.