Privacy Policy - Carpet Cleaners Roehampton

This Privacy Policy explains how Carpet Cleaners Roehampton collects, uses, stores, shares, and protects personal data when providing services to customers in Roehampton and the surrounding area. It applies to all Carpet Cleaners Roehampton customers in area, including current, former, and prospective customers who enquire about or receive carpet cleaning, upholstery cleaning, stain removal, end-of-tenancy cleaning, or related services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have over your personal information.

1. Who We Are

For the purposes of data protection law, Carpet Cleaners Roehampton acts as the data controller for personal data collected in connection with our services. This means we decide how and why your personal data is used. Where we use third-party service providers to assist us, those organisations may act as processors or independent controllers depending on the service they provide.

2. Information We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of information we may collect include:

Identity details such as your name.
Contact details such as telephone number, email address, and service address.
Service information including booking details, property access notes, cleaning preferences, and service history.
Billing and payment information such as invoice details and payment status.
Communication records including messages, complaints, feedback, and service-related correspondence.
Technical data such as limited website or device information if you submit an enquiry online, where applicable.
Special category data only where you voluntarily provide it and it is relevant, for example information about access needs or health-related instructions that affect service delivery.

We do not intentionally collect more data than is needed. Where sensitive or special category data is provided, we treat it with extra care and only use it where necessary and lawful.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To schedule, manage, and deliver cleaning services.
To process payments and maintain accounting records.
To communicate about bookings, changes, complaints, or service issues.
To improve our services, staff training, and customer experience.
To comply with legal, tax, and regulatory obligations.
To protect against fraud, misuse, or security risks.

We use your information only for clear and lawful purposes. We will not use your personal data for unrelated purposes unless permitted by law or we notify you in advance.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on the following bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes arranging bookings, carrying out cleaning services, and handling payment administration.

Legal Obligation

We process some information because we are legally required to do so, such as keeping financial and tax records or complying with lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, preventing fraud, improving operations, and resolving disputes.

Consent

In limited cases, we may rely on your consent, for example if you agree to receive optional marketing communications or provide special category information for a specific purpose. Where consent is used, you may withdraw it at any time.

Vital Interests and Special Category Data

In rare situations, we may process information to protect someone’s vital interests or where special category data is necessary and a lawful condition applies. We will always limit this to what is required.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or meet legal requirements. These parties may include:

Payment providers that handle transactions securely.
Scheduling, administrative, or communication tools used to manage bookings and customer records.
Accounting and bookkeeping providers who help us meet tax and financial obligations.
IT and data storage providers who support our systems and secure record keeping.
Professional advisers such as lawyers, insurers, or accountants where necessary.
Regulators, law enforcement, or public authorities where required by law.

We only share the minimum information needed for the relevant purpose. All processors are expected to handle personal data securely and in line with data protection requirements.

6. Processors and Data Protection Controls

When we use a processor, that organisation processes data on our instructions and must not use it for its own unrelated purposes. We take reasonable steps to ensure processors offer appropriate security, confidentiality, and compliance safeguards.

We may use processors for services such as:

Customer record management
Appointment scheduling
Email or messaging delivery
Payment processing
Cloud storage and backup
Website or analytics support, where applicable

Processor agreements require appropriate security controls, restricted access, and deletion or return of data when the service ends. Where data is transferred outside the UK, we ensure appropriate safeguards are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the context in which it is used.

Customer booking and service records: retained for a reasonable period to manage queries, disputes, and repeat services.
Invoices and financial records: retained in line with tax and accounting obligations.
Complaint and correspondence records: retained long enough to investigate and resolve matters.
Consent-based marketing data: kept until you withdraw consent or it is no longer needed.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of appropriately.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

However, no system is completely secure. While we work to protect your information, we cannot guarantee absolute security. If a personal data breach occurs and the law requires it, we will take the necessary steps to assess and report it.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 information.
Right to erasure – to ask us to delete data in certain circumstances.
Right to restriction – to request limited use of your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise any concerns directly so we can address them promptly.

10. Marketing Communications

If we send marketing messages, we will do so only where allowed by law. You may opt out of marketing at any time. Where you have chosen not to receive marketing, we will respect that preference and stop sending such communications, though we may still contact you regarding bookings, payments, or service matters.

11. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidentally included in service instructions or household records. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

12. Changes to This Privacy Policy

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

13. Summary of Our Commitment

Carpet Cleaners Roehampton is committed to lawful, fair, and transparent data processing. We collect only the data we need, use it for clear business and legal purposes, and retain it only as long as necessary. We also ensure our processors are selected carefully and that your rights are respected.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. This policy applies to all Carpet Cleaners Roehampton customers in area and is designed to ensure your information is treated responsibly and in line with data protection law.