Privacy Policy

Carpet Cleaners W1G is committed to protecting the privacy and personal data of all customers in our area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide carpet cleaning and related services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Carpet Cleaners W1G customers in the area, including individuals who enquire about our services, request quotes, book appointments, receive cleaning services, or otherwise interact with us in connection with our business.

1. Information We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal obligations. The types of personal data we may collect include:

Identity information such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service information including dates, times, property access instructions, service preferences, and details of the cleaning work requested.
Payment information such as billing details and transaction records. Payment card information, where used, is handled by secure payment providers and is not stored by us unless required for lawful business purposes.
Communication records including emails, messages, call notes, complaints, feedback, and customer service interactions.
Technical information where applicable, such as limited website or device data used for security, fraud prevention, and system performance. We do not use unnecessary tracking.

We do not intentionally collect special category data unless it is required for a specific reason and you have provided it voluntarily or another lawful basis applies. If you share information that is sensitive or not relevant to our service, we will handle it carefully and only as needed.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To schedule, deliver, and manage carpet cleaning services.
To communicate with you about bookings, changes, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, service issues, and aftercare requests.
To improve our services, train staff, and maintain service quality.
To protect against fraud, misuse, and security incidents.
To comply with legal, tax, accounting, and regulatory obligations.

We will only use your personal data in ways that are compatible with the purposes set out in this policy. We do not sell your personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. We rely on the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, managing payment, and communicating about the service.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include maintaining customer records, improving our services, preventing fraud, ensuring security, and managing internal administration. We always balance our interests against your privacy rights.

Legal Obligation

We may need to process and retain certain information to comply with legal obligations, such as tax rules, accounting requirements, insurance matters, and record-keeping duties.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain types of optional marketing. If we rely on consent, you may withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as separate controllers. These third parties are only given the information necessary to perform their services and are required to protect it appropriately.

Examples of processors and service providers may include:

Payment processors that handle secure card or electronic payments.
Booking and scheduling systems used to organise appointments and service routes.
IT and cloud service providers that store data securely and support our systems.
Email and communication providers used to send service-related messages.
Accounting and invoicing providers used for financial administration and compliance.
Professional advisers such as accountants, insurers, or legal advisers when necessary.

We may also disclose information if required by law, court order, or regulatory authority, or if it is necessary to establish, exercise, or defend legal claims.

Where a processor is used, we require appropriate contractual safeguards and data protection standards. Processors may only act on our instructions and must not use your data for their own purposes.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, or as required by law. Retention periods depend on the type of data and the reason it was collected.

In general:

Customer service and booking records are kept for as long as needed to manage the service relationship and address follow-up issues.
Payment, invoice, and accounting records are kept for the period required by tax and financial regulations.
Complaints and correspondence may be retained for a reasonable period to resolve disputes and maintain service history.
Technical or security logs are retained for a limited period unless needed longer for investigation or legal reasons.

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

6. 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 access controls, secure storage, staff training, and limiting access to those who need it for business purposes.

However, no system can be guaranteed to be completely secure. If a data breach occurs that affects your rights and freedoms, we will take appropriate steps in line with legal requirements, including notifying the relevant authority where necessary.

7. Your Rights

As a data subject, you have rights under data protection law. Depending on the circumstances, these may include:

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 information.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

8. Marketing Preferences

If we send any optional marketing communications, we will do so in compliance with applicable law. You may opt out at any time. Where you choose not to receive marketing, we will respect that choice and only contact you about essential service matters.

We do not send unnecessary promotional material without a lawful basis.

9. Children’s Data

Our services are intended for adults and property-related customers. We do not knowingly collect personal data from children except where it is incidental to service arrangements and lawful to do so. If we become aware that we have collected children’s data without an appropriate basis, we will take steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data-handling practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing it periodically to stay informed about how we protect your information.

11. Summary of Our Commitment

Carpet Cleaners W1G will handle personal data lawfully, fairly, and transparently. We only collect what we need, use it for clear purposes, keep it no longer than necessary, and share it only with trusted processors or where required by law. Our approach is designed to protect privacy while allowing us to deliver reliable cleaning services to all customers in the area.

By using our services, requesting a quote, or communicating with us, you acknowledge that this Privacy Policy applies to you as a Carpet Cleaners W1G customer in the area.