Privacy Policy - Carpet Cleaners Se5

This Privacy Policy explains how Carpet Cleaners Se5 collects, uses, stores, and protects personal data in connection with the services we provide. It applies to all Carpet Cleaners Se5 customers in the area and is designed to meet the requirements of the General Data Protection Regulation (GDPR) and applicable UK data protection laws. We are committed to handling personal information fairly, lawfully, and transparently.

1. Who this policy applies to

This policy applies to all Carpet Cleaners Se5 customers in area, including current, former, and prospective customers who request quotes, make bookings, receive cleaning services, or communicate with us in relation to our services. It also applies where we process data about individuals acting on behalf of a business, landlord, letting agent, or property manager.

2. Personal data we collect

We collect only the personal data that is necessary for providing and managing our services. The categories of data may include:

Identity data: name, title, and, where relevant, company or organisation name.
Contact data: address, email address, and telephone number.
Service details: type of cleaning requested, property information, preferred appointment times, and notes relevant to the job.
Billing and payment data: invoicing details, payment status, and transaction records.
Communications: messages, feedback, complaints, and records of correspondence.
Technical and usage data: basic information relating to website or device use if you interact with our online systems, such as cookies or logs, where applicable.
Special category data: we do not intentionally collect special category data. If such information is shared with us inadvertently, we will handle it in line with GDPR requirements and only where necessary.

We do not collect more information than is needed to arrange, perform, and manage our carpet cleaning services.

3. How we use personal data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to schedule and deliver cleaning services;
to manage customer accounts and service records;
to issue invoices, process payments, and maintain financial records;
to communicate about appointments, service updates, or follow-up matters;
to deal with complaints, disputes, or insurance-related issues;
to improve our services, processes, and customer experience;
to comply with legal, accounting, and regulatory obligations.

We use customer data only for legitimate business purposes and in line with your rights under data protection law.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis to use personal data. Depending on the situation, Carpet Cleaners Se5 relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out the cleaning service, sending invoices, and managing customer requests linked to the service.

Legal obligation

We process personal data where needed to comply with legal duties, such as tax recordkeeping, accounting rules, and responding to lawful requests from public authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, internal recordkeeping, and improving our operations.

Consent

In limited circumstances, we may rely on your consent, for example if you agree to receive certain marketing communications. Where consent is used, you can withdraw it at any time.

5. Data sharing and processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only allowed to use data according to our instructions and for the purposes set out in this policy. We take appropriate steps to ensure they provide suitable security and GDPR-compliant protections.

Examples of processors may include:

payment service providers;
booking or scheduling software providers;
IT support and system hosting providers;
email and communications service providers;
accounting, invoicing, or bookkeeping platforms;
customer review or feedback tools, where used;
professional advisers, such as accountants or legal advisers, where necessary.

We may also share data with independent third parties where required by law, to protect our rights, or to respond to a lawful request. We do not sell 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 satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

Customer service records are generally retained for the period needed to manage the relationship and address any follow-up issues.
Financial and tax records are retained for the time required by law.
Communication records may be kept for a reasonable period to support service management, complaint handling, or dispute resolution.
Marketing records are kept until you withdraw consent or object, where applicable.

When data is no longer required, we will delete it securely or anonymise it where appropriate. Retention is limited to what is necessary and proportionate.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, disclosure, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and review of third-party service providers. While no system can be guaranteed to be completely secure, we take reasonable steps to safeguard information.

8. Your rights under GDPR

You have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data, where legally applicable;
Restriction of processing in certain circumstances;
Object to processing based on legitimate interests or direct marketing;
Data portability, where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the basis for processing.

You also have the right to raise a concern with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully or unfairly.

9. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children. If we become aware that we have collected such data without appropriate authorisation, we will take steps to delete it promptly.

10. Automated decision-making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and provide the information required by law.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational requirements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of our GDPR approach

Carpet Cleaners Se5 is committed to keeping personal data secure, using it only for valid purposes, and respecting your rights. We collect limited information, rely on clear lawful bases, work only with trusted processors, and retain data for no longer than necessary. This policy applies to all Carpet Cleaners Se5 customers in area and supports a transparent, lawful, and privacy-focused approach to our services.