Privacy Policy - Carpetcleaning W6

This Privacy Policy explains how Carpetcleaning W6 collects, uses, stores, and protects personal data in connection with the services we provide. It applies to all Carpetcleaning W6 customers in the area, including people who enquire about our services, receive quotations, book appointments, or otherwise interact with us. We are committed to handling personal information in a lawful, fair, and transparent way and to respecting the rights of every individual whose data we process.

1. Who We Are

Carpetcleaning W6 provides carpet, upholstery, and related cleaning services to customers in the local area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and use for our own business operations. This means we determine why and how your personal information is processed.

2. Personal Data We Collect

We collect only the information that is necessary for us to provide services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

• Identity data such as your name and, where needed, business name
• Contact data such as telephone number, email address, and service address
• Booking and service details such as appointment dates, cleaning requirements, and notes about the work requested
• Payment and transaction data such as payment status, invoices, and records of services purchased
• Communication data such as messages, call notes, and correspondence relating to quotations, bookings, complaints, or follow-up queries
• Technical data such as limited website or device information if you contact us online, where applicable

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless the law permits us to do so. Special category data includes information about health, religion, ethnicity, or similar sensitive matters.

3. How We Use Your Data

We use your personal data for the following purposes:

• To respond to enquiries and provide quotations
• To arrange, confirm, and deliver cleaning services
• To manage customer records and service history
• To process payments, invoices, and refunds where applicable
• To communicate service updates, appointment changes, or follow-up information
• To deal with complaints, disputes, and customer support matters
• To maintain accurate business records and meet legal, tax, and accounting obligations
• To improve our services and customer experience

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law permits this.

4. Lawful Basis for Processing

Under the UK GDPR and the Data Protection Act 2018, we must have a lawful basis to process your personal data. We rely on the following lawful bases, depending on the type of processing involved:

Contract

We process your data where this is necessary to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotations, confirming bookings, completing cleaning services, and processing payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, preventing fraud, handling internal administration, and keeping secure business records. We always consider whether our interests are balanced against your privacy rights.

Legal Obligation

We may process and retain certain information where this is necessary to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent. Where consent is used, it will be clear, specific, and informed. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties who help us operate our business. These parties act as processors or, in some cases, as separate controllers. We only share what is necessary and require appropriate safeguards to protect your data.

Examples of processors may include:

• Payment service providers who help us process card or other payments
• Accounting and bookkeeping providers who assist with invoicing and financial records
• IT and cloud service providers who store or support secure business systems
• Communication service providers who help deliver email, text, or telephone services
• Business administration providers who assist with scheduling, record management, or customer support systems

Where required by law, we may also share personal data with public authorities, regulators, insurers, or legal advisers. We do not sell your personal data.

6. International Transfers

If any processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your personal data to a level consistent with UK data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and for any additional period required by law. Retention periods depend on the type of data and the reason we hold it.

• Customer enquiry records may be kept for a limited period to manage follow-up communications and service history
• Booking, invoice, and payment records may be retained for accounting and tax purposes
• Complaint and dispute records may be retained for as long as needed to resolve the matter and defend legal claims

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

8. Data Security

We take reasonable technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, and staff awareness regarding confidentiality. While no system can be guaranteed to be completely secure, we work to reduce risks and to respond promptly to any suspected data incident.

9. Your Rights

As a data subject under GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

• 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 ask us to delete your data in certain situations
• Right to restriction – you can ask us to limit the way we use your data in certain cases
• Right to object – you can object to processing based on legitimate interests in certain circumstances
• Right to data portability – you can request your 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 may ask for information to confirm your identity before responding. We will respond within the time limits set by applicable law, usually within one month unless the request is complex or multiple requests have been made.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have received such data without appropriate authority, we will take steps to delete it where required by law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Carpetcleaning W6 is committed to processing personal data responsibly, securely, and in accordance with GDPR principles such as lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We only collect what we need, we use it for clear business purposes, we share it only when necessary, and we respect your rights at every stage.

This Privacy Policy applies to all Carpetcleaning W6 customers in the area.