Privacy Policy - Carpetcleaning Roehampton

This Privacy Policy explains how Carpetcleaning Roehampton collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Carpetcleaning Roehampton customers in the Roehampton area, including prospective customers, existing customers, and anyone who enquires about our carpet cleaning services.

We are committed to handling personal data in a fair, lawful, transparent, and secure manner. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Who We Are

Carpetcleaning Roehampton provides carpet cleaning services to households and businesses in Roehampton and the surrounding area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing your personal data.

2. Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quotation, book a service, receive our services, or otherwise interact with us:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service information such as details about the carpets or upholstery to be cleaned, property access instructions, preferred appointment times, and service history.
Payment information such as transaction records and billing details, where applicable.
Communication data such as records of emails, messages, and telephone conversations.
Technical data such as basic website or device information, if you interact with our digital services.
Complaint or feedback data such as reviews, disputes, or service concerns.

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or it is otherwise required for legal reasons. Please avoid sharing sensitive personal information unless it is relevant to your service request.

3. How We Collect Personal Data

We collect data directly from you when you:

request a quote or make an enquiry;
book or receive carpet cleaning services;
communicate with us by phone, email, or message;
provide feedback, reviews, or complaints;
enter into a contract for services.

We may also receive information from third parties where necessary, for example from payment providers, booking systems, or referral partners. When we receive data from third parties, we take appropriate steps to ensure it is handled lawfully and fairly.

4. Why We Use Your Data and Our Lawful Basis

We only process personal data where we have a valid lawful basis under UK GDPR. Depending on the context, we may rely on one or more of the following lawful bases:

Contract: to provide quotes, arrange appointments, deliver cleaning services, process payments, and manage our service relationship with you.
Legal obligation: to meet accounting, tax, insurance, or other legal requirements.
Legitimate interests: to manage and improve our business, respond to enquiries, maintain service records, prevent fraud, and handle customer support, provided your rights and interests do not override those interests.
Consent: where required, such as for certain optional communications or specific processing activities. You can withdraw consent at any time where processing relies on consent.

We may use your personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings, appointments, and service delivery;
to communicate with you about your service;
to process payments and maintain financial records;
to handle complaints, disputes, or warranty-related matters;
to improve our services, internal processes, and customer experience;
to comply with legal, regulatory, and contractual obligations.

5. Data Sharing and Processors

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

Booking and scheduling providers that help manage appointments.
Payment processors that handle card or electronic payments.
IT and cloud service providers that store secure business records or support our systems.
Accounting and invoicing providers that help with financial administration.
Customer communication tools used to send service-related messages.

We may also disclose personal data to professional advisers, insurers, regulators, law enforcement, or courts where required by law or where necessary to protect our legal rights.

Where processors are used, we take reasonable steps to ensure that appropriate contractual safeguards and security measures are in place. We do not sell your personal data.

6. Data Retention

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

Quotation and enquiry records may be retained for a limited period to allow follow-up and customer service.
Service records may be kept for as long as needed to manage the customer relationship and any related issues.
Payment and invoice records are generally retained for the period required by tax and accounting law.
Complaint and dispute records may be held for a period necessary to resolve issues and protect our legal position.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We implement 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 confidentiality obligations. While no system can be guaranteed completely secure, we work to protect your information to a standard appropriate to the risk.

8. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we ensure that suitable safeguards are in place, such as an adequacy regulation, standard contractual clauses, or another approved transfer mechanism. These safeguards are designed to protect your personal data to a standard consistent with UK GDPR requirements.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exemptions. Your rights 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 restrict processing: to ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format, where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond in accordance with applicable data protection law. We may need to verify your identity before responding.

10. Complaints

If you have concerns about how we handle your personal data, you may raise them with us so that we can review and address the issue. 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 infringed.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

12. Summary of Our Commitment

Carpetcleaning Roehampton is committed to respecting your privacy and protecting your personal data. We collect only the information needed to provide our services, rely on lawful bases for processing, retain data only for as long as necessary, use trusted processors under contract, and support your rights under UK data protection law. This policy applies to all Carpetcleaning Roehampton customers in the area and is intended to ensure transparent and responsible data handling at every stage of our service relationship.