Privacy Policy - Carpetcleaning Chiswick

This Privacy Policy explains how Carpetcleaning Chiswick collects, uses, stores, shares, and protects personal data belonging to customers, prospective customers, and service users in the area. It applies to all Carpetcleaning Chiswick customers in the area, including individuals who enquire about services, request a quote, make a booking, or receive carpet cleaning and related cleaning services. We are committed to handling personal data 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 any person whose personal data is processed in connection with Carpetcleaning Chiswick services. This includes residential customers, commercial customers, tenants, landlords, property managers, and any other individuals who interact with us to arrange or receive carpet cleaning services. It also applies to those whose details are provided to us by a customer for the purpose of accessing a property, confirming an appointment, or managing a service request.

We aim to ensure that your personal information is processed only when necessary and that you remain informed about what we collect, why we collect it, and how long we keep it.

2. Personal data we collect

We may collect the following categories of personal data:

• Identity information: such as your name or the name of your business or property representative.
• Contact information: such as address details, email address, and telephone number.
• Service information: details about the cleaning services requested, property access notes, preferred appointment times, and service history.
• Payment and transaction information: records related to invoices, payments, and payment status.
• Communication records: notes of enquiries, complaints, feedback, and correspondence.
• Technical information: limited information may be collected from devices or systems used to communicate with us, such as basic usage data or message delivery data.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If you share such data with us, we will process it only where a lawful basis exists and additional safeguards are appropriate.

3. How we collect data

We may collect personal data directly from you when you:

• request a quotation or service information;
• book or reschedule a service;
• communicate with us by phone, email, form submission, or message;
• provide feedback or raise a concern;
• make a payment or request an invoice;
• are named by another person as a contact for access or property management purposes.

We may also receive information from third parties where necessary for service delivery, such as landlords, letting agents, property managers, or payment service providers. Where data is received from another source, we take reasonable steps to ensure it is processed appropriately.

4. Why we use your personal data

We use personal data for the following purposes:

• to provide quotes and manage bookings;
• to deliver carpet cleaning and related services;
• to confirm appointments and access arrangements;
• to manage payments, invoices, and accounting records;
• to respond to enquiries, complaints, and service requests;
• to maintain business records and improve customer service;
• to comply with legal and regulatory obligations;
• to prevent fraud, misuse, or unauthorised access to our services.

We process only the data necessary to achieve these purposes and take care to limit access to authorised personnel and trusted service partners.

5. Lawful basis for processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, carrying out the cleaning service, and handling payment.

Legal obligation

We may process data where required to comply with legal obligations, such as maintaining tax records, accounting records, or other records required by law.

Legitimate interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, maintaining service records, improving operations, and protecting against misuse or fraud.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information for a specific optional purpose. Where consent is used, you may withdraw it at any time without affecting the lawfulness of prior processing.

6. Data sharing and processors

We may share personal data with carefully selected third parties who act as processors on our behalf. These processors may only use your data according to our instructions and are required to protect it appropriately.

Examples of processors may include:

• booking and scheduling service providers;
• payment processing providers;
• email and communication service providers;
• secure data storage and IT support providers;
• accounting or bookkeeping service providers;
• professional advisers, where necessary and subject to confidentiality.

We may also share information where required by law, court order, or other lawful request from a public authority. Where personal data is shared, we take appropriate steps to ensure that it is limited to what is necessary and handled securely.

We do not sell your personal data.

7. International transfers

Where a processor or service provider stores or accesses data outside the UK, we ensure suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures. We only transfer data where it is lawful and where appropriate protection is maintained.

8. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of data and the reason for processing.

• Customer and service records: kept for as long as needed to manage the relationship and provide ongoing support.
• Payment and accounting records: retained for the period required by tax and accounting laws.
• Correspondence and complaints: retained for a reasonable period to evidence the handling of enquiries and issues.
• Technical and security records: kept only as long as necessary for security, troubleshooting, or audit purposes.

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

9. Your rights under GDPR

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

• 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 information.
• Right to erasure: you can ask us to delete your data in certain circumstances.
• Right to restriction: you can ask us to limit how we use your data in some situations.
• Right to object: you can object to processing based on legitimate interests.
• Right to data portability: you can request that certain information be provided to you or another controller in a structured format.
• Right to withdraw consent: where consent is used, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve your concern promptly and fairly.

10. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved.

While no system can be guaranteed to be completely secure, we regularly review our safeguards and take reasonable steps to protect information throughout its lifecycle. Security is an ongoing responsibility, and we treat it seriously.

11. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing services requested by an adult customer or property representative. If we become aware that we have collected data from a child without an appropriate legal basis, we will take steps to delete it where required.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically so that you remain informed about how your data is handled.

13. Summary of our commitment

Carpetcleaning Chiswick is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal information with care, confidentiality, and accountability.

This policy applies to all Carpetcleaning Chiswick customers in area.