Privacy Policy - Carpetcleaning W12

This Privacy Policy explains how Carpetcleaning W12 collects, uses, stores, and protects personal data when providing services to customers in the W12 area. It applies to all Carpetcleaning W12 customers in the area, including prospective customers, existing customers, and anyone who contacts us about our cleaning services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Carpetcleaning W12 acts as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed. We only collect and use data that is necessary to manage enquiries, provide services, maintain records, and meet legal obligations.

2. Personal Data We Collect

We may collect and process different types of personal data depending on the service requested and how you interact with us. The personal data we collect may include:

Identity details such as your name;
Contact details such as address, email address, and telephone number;
Service details including the type of cleaning requested, property access notes, preferred booking times, and service history;
Payment-related information necessary to process transactions or confirm payment status;
Communication records such as messages, enquiries, complaints, and feedback;
Technical information if you use digital communication methods, such as device and browser data, where relevant to service administration;
Special category data only where strictly necessary and where you voluntarily provide it, for example information relating to health or access needs that affect service delivery.

We do not intentionally collect more data than is needed. Where possible, we limit the amount of personal information processed to what is relevant and proportionate for the service.

3. How We Collect Your Data

We collect personal data directly from you when you make an enquiry, request a booking, communicate with us, or provide information during the course of service delivery. In some cases, we may receive data from third parties involved in the service process, such as payment processors or business partners acting on your behalf. We may also receive information from public sources where necessary to verify details or administer our services.

4. Why We Use Your Data

We use personal data only for specific and legitimate purposes. These include:

responding to enquiries and providing quotations;
managing bookings and delivering carpet cleaning services;
confirming appointments and service details;
processing payments and maintaining financial records;
handling complaints, disputes, or service queries;
meeting legal, regulatory, and tax obligations;
maintaining internal records and improving service quality;
protecting against fraud, misuse, or unauthorized access.

We only process data for purposes that are compatible with the original reason it was collected, unless we have a lawful basis to use it for another valid purpose.

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases when processing personal data:

Contract

We process your data when it is necessary to enter into or perform a contract with you. For example, we use your name, contact information, and service details to manage bookings and deliver cleaning services.

Legal Obligation

We may process and retain certain records where required by law, including tax, accounting, and regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, preventing fraud, and ensuring operational security. Where we rely on legitimate interests, we carefully consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, particularly where processing is not necessary for contract performance or another lawful basis. If we ask for consent, you may withdraw it at any time. Withdrawing consent does not affect processing carried out before the withdrawal.

6. Sharing Your Personal Data

We may share personal data with trusted processors and service providers who assist us in operating our business and delivering services. These may include:

payment processing providers;
IT and system support providers;
administrative service providers;
professional advisers such as accountants or legal advisers;
business partners involved in service fulfilment.

These processors are only allowed to use your data on our instructions and must keep it secure and confidential. We do not sell personal data. We may also disclose information where required by law, court order, or lawful request from public authorities.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for processing.

Customer service records are generally retained for the period needed to manage the relationship and resolve any disputes;
Financial and tax records are retained for the period required by applicable law;
Communication records may be kept for a reasonable period to support customer service, quality control, and complaint handling;
Data processed on consent is retained only until consent is withdrawn or the purpose is fulfilled.

When data is no longer needed, it is securely deleted or anonymised. We apply appropriate review processes to ensure records are not kept longer than necessary.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorized access, alteration, or disclosure. These measures are designed to reflect the nature of the information processed and the risks involved. Although no system can be guaranteed to be completely secure, we work to maintain reasonable safeguards and limit access to those who need it for legitimate business purposes.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These include:

Right of access – you can request 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 – you can request deletion of your data in certain circumstances;
Right to restriction – you can ask us to limit how your data is processed in certain situations;
Right to object – you can object to processing based on legitimate interests or direct marketing;
Right to data portability – you can request certain data in a structured, commonly used format;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. Some rights may not apply in every case, especially where we must keep information to meet legal obligations or defend legal claims.

10. Special Category Data

We only process special category data where it is necessary and lawful, and usually only when you choose to provide information that helps us deliver services safely or appropriately. This may include access requirements or health-related notes. Where such data is processed, we apply additional safeguards and limit access to authorized personnel only.

11. Children’s Data

Our services are intended for adults and business customers arranging cleaning services. We do not knowingly collect personal data from children for marketing or service administration. If we become aware that we have collected data from a child without proper authorization, we will take appropriate steps to delete it where required.

12. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place to protect it in line with applicable data protection requirements. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised mechanisms.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

14. Summary of Our Commitment

Carpetcleaning W12 is committed to respecting your privacy and using personal data responsibly. We only collect information that is necessary for lawful business purposes, retain it for no longer than needed, and share it only with trusted processors or where required by law. We also support your ability to exercise your rights and maintain control over your personal data. This policy applies to all Carpetcleaning W12 customers in the area and is designed to ensure that your information is handled with care, transparency, and compliance.