Privacy Policy - Carpetcleaning Roehampton

This Privacy Policy explains how Carpetcleaning Roehampton collects, uses, stores, shares, and protects personal data relating to all customers and prospective customers in the Roehampton area. It applies to everyone who uses our carpet cleaning services, requests a quote, makes an enquiry, or otherwise interacts with Carpetcleaning Roehampton in connection with our services. We are committed to handling personal information 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 all Carpetcleaning Roehampton customers in the area, including private household customers, landlords, tenants, letting agents, and commercial clients who use or enquire about our services. It also applies to individuals who communicate with us about appointments, quotations, complaints, billing, or service follow-up.

2. Personal data we collect

We only collect personal data that is necessary for providing and managing our services. Depending on your interaction with us, we may collect the following categories of information:

Identity data such as your name, title, and any business or property contact details you provide.
Contact data such as address, email address, and telephone number.
Service data such as cleaning requirements, property access details, preferred appointment times, and notes relevant to carrying out the service.
Transaction data such as information relating to quotes, invoices, payments, refunds, and service history.
Communication data such as messages, feedback, complaints, and records of discussions about our services.
Technical data if you contact us electronically, such as basic device or usage information needed to operate and secure our systems.

We do not intentionally collect special category data unless it is necessary, lawful, and relevant to a specific service matter. If you choose to provide such information, we will treat it with additional care and only process it where a lawful basis applies.

3. How we use your data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To schedule, deliver, and manage cleaning services.
To communicate with you about appointments, changes, and service updates.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, feedback, and service-related disputes.
To improve our services, processes, and customer experience.
To meet legal, tax, insurance, and regulatory obligations.

We use data only for defined and legitimate purposes. We will not use your personal information in a way that is incompatible with those purposes without first ensuring that we have a valid legal basis to do so.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process your personal data. Carpetcleaning Roehampton relies on the following lawful bases where appropriate:

Contract: We process personal data when it is necessary to prepare for, enter into, or perform a contract for cleaning services.
Legal obligation: We process data where required to comply with tax, accounting, consumer, insurance, or other legal duties.
Legitimate interests: We may process data for running and improving our business, managing customer relationships, securing our records, and dealing with lawful claims, provided our interests are not overridden by your rights and freedoms.
Consent: Where the law requires consent, we will ask for it clearly and separately. You may withdraw consent at any time, where processing relies on consent.

Important: We will always identify the most appropriate lawful basis depending on the activity and the type of information involved.

5. Data sharing and processors

We may share personal data with trusted third parties who assist us in operating our business. These third parties act as data processors or, in some cases, independent controllers. We only share information when necessary and where appropriate safeguards are in place.

Examples of processors may include:

Booking and scheduling providers who help manage appointments and service diaries.
Payment processors who handle card or online payment transactions.
Accounting and invoicing services used for financial record keeping and compliance.
IT and cloud storage providers that securely host business records and communications.
Customer communication tools used to send messages related to bookings and service delivery.

We require processors to protect your data, act only on our instructions where applicable, and implement suitable security measures. We do not sell personal data. We may disclose information where required by law, to prevent fraud, to protect our rights, or to respond to lawful requests from public authorities.

6. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, and operational requirements. Retention periods may vary depending on the type of data and the reason we hold it.

Enquiry records may be kept for a limited period to manage follow-up and service history.
Customer and service records may be retained while services are active and for a reasonable period afterwards for administration, complaints, and record keeping.
Financial records are kept for the period required by tax and accounting laws.
Complaint or dispute records may be retained longer where needed to resolve claims or defend legal rights.

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

7. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and staff awareness procedures. While no system can be guaranteed to be completely secure, we work to reduce risk and to respond appropriately if an incident occurs.

8. Your rights under UK 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 may request a copy of the personal data we hold about you.
Right to rectification: You may ask us to correct inaccurate or incomplete data.
Right to erasure: You may ask us to delete your data in certain circumstances.
Right to restrict processing: You may ask us to limit how we use your data in certain situations.
Right to data portability: You may ask for data you provided to us in a structured, commonly used format, where applicable.
Right to object: You may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: If we rely on consent, you can withdraw it at any time.

These rights are not absolute, and some requests may be limited by legal obligations or other legitimate reasons for retaining information.

9. Children’s data

Our services are generally intended for adults arranging carpet cleaning on behalf of a home or business. We do not knowingly collect children’s personal data unless it is incidentally provided and necessary for the service context. Where such data is received, it will be handled carefully and only retained where lawful and necessary.

10. International transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, contractual protections, or other approved transfer mechanisms, so that your data remains protected to a standard consistent with UK GDPR.

11. 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 published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is handled.

12. Summary of our commitment

Carpetcleaning Roehampton is committed to lawful, transparent, and responsible data handling. We collect only the information needed to provide and manage our carpet cleaning services, process it on an appropriate lawful basis, keep it only for as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to respond to data protection requests promptly and fairly.

Privacy assurance

Carpetcleaning Roehampton applies this policy to all customers in the area and works to ensure personal data is treated with care, confidentiality, and respect throughout every stage of our service relationship.