Privacy Policy - Carpetcleaning SW14

This Privacy Policy explains how Carpetcleaning SW14 collects, uses, stores, and protects personal data in connection with our services. It applies to all Carpetcleaning SW14 customers in the area, including prospective customers, current customers, and individuals who enquire about our services. 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 this policy applies to

This policy applies to anyone who uses, requests, or receives services from Carpetcleaning SW14 in our service area. It also applies to people who communicate with us on behalf of a household, business, landlord, tenant, or property manager. By engaging our services, making an enquiry, or providing information for a booking, you acknowledge that your personal data may be processed as described in this policy.

2. Information we collect

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

Identity details such as your name and, where relevant, the name of a business or property owner.
Contact details such as a phone number and email address.
Service details including the type of cleaning requested, property access information, appointment preferences, and notes relevant to service delivery.
Billing information such as payment records, invoices, and transaction references.
Communication records including messages, enquiry details, complaints, and service feedback.
Technical information where collected through our systems, such as basic device or usage data used for security and service administration.
Special category data only where it is strictly necessary and lawfully permitted, for example if you voluntarily disclose information relevant to access requirements or health and safety concerns.

We do not intentionally collect more information than we need. If you choose to provide additional information, we will only use it for the purpose for which it was shared, unless another lawful basis applies.

3. How we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to schedule and carry out cleaning services;
to manage customer accounts and service records;
to issue invoices, process payments, and maintain financial records;
to communicate about appointments, changes, or service updates;
to handle complaints, disputes, or requests for support;
to maintain security, prevent fraud, and protect our business and customers;
to comply with legal, tax, accounting, and regulatory requirements;
to improve our service delivery and internal operations.

We will only use your information where we have a valid legal reason to do so. We are committed to using data in a way that is proportionate, relevant, and respectful of your privacy.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, Carpetcleaning SW14 may rely on one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, and managing related communications and payments.

Legal obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, consumer protection, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing customer records, preventing misuse, maintaining service quality, and ensuring business security.

Consent

Where we rely on your consent, we will make this clear at the time we ask for it. You may withdraw consent at any time, although this will not affect processing that occurred before withdrawal or processing based on another lawful basis.

5. Data sharing and processors

We may share personal data with trusted third parties who process information on our behalf, known as processors. These parties only act under our instructions and are required to protect personal data appropriately. Processors may include:

payment service providers that handle secure transactions;
accounting or bookkeeping providers used for financial administration;
software and IT service providers supporting booking, storage, or communications systems;
customer management or scheduling tools;
professional advisers such as accountants, insurers, or legal advisers where necessary;
delivery or subcontracted service partners if required to complete a booking.

We do not sell personal data. We do not allow processors to use your information for their own purposes. We will only disclose data to other third parties where required by law, necessary for the performance of services, or where you have given permission.

6. Retention of personal data

We keep personal data only for as long as necessary for the purpose for which it was collected, and for any additional period required by law. Retention periods vary depending on the type of information and the reason it is held. In general:

booking and service records are kept for a reasonable period after service completion;
financial and invoicing records are retained for legal and tax compliance periods;
customer communication records are retained as needed to resolve queries or disputes;
information collected with consent is kept until consent is withdrawn or the data is no longer needed;
information that is no longer required is securely deleted or anonymised.

We review our retention practices regularly to ensure data is not kept longer than necessary. When information is no longer needed, we take steps to dispose of it securely.

7. Security of your information

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and appropriate handling procedures. While no system is entirely risk-free, we work to reduce risks and maintain a reasonable level of protection for the information entrusted to us.

8. Your rights under data protection law

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain cases;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain information in a structured, commonly used format where applicable;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise a concern with the UK Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We will aim to respond within the timeframes required by law.

9. Children’s data

Our services are generally intended for adults arranging cleaning services for homes or premises. We do not knowingly collect personal data from children except where it is unavoidable and provided by an adult in connection with a booking or service arrangement. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. The most current version will apply to our processing of personal data. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of our commitment

Carpetcleaning SW14 is committed to respecting privacy, safeguarding personal information, and using data responsibly. We process personal data only when we have a lawful basis, retain it only for as long as necessary, and use trusted processors under appropriate safeguards. We also support the rights of our customers and handle every request with care and transparency. This policy is designed to ensure that all customers in our area can use our services with confidence and clarity.