Privacy Policy - Carpetcleaning Shepherdsbush

This Privacy Policy explains how Carpetcleaning Shepherdsbush collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Shepherdsbush customers in the area, including anyone who requests, receives, or enquires about our carpet cleaning services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable privacy laws.

1. Who We Are

Carpetcleaning Shepherdsbush provides professional carpet cleaning services to domestic and commercial customers in the local area. In the course of delivering our services, we may need to process personal data about customers, property occupants, and other relevant individuals. We do this only where it is necessary, lawful, and proportionate.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity data: name, title, and basic identification details.
• Contact data: address, email address, telephone number, and preferred communication method.
• Service data: details about the carpet cleaning services requested, property type, booking time, and service notes.
• Billing and payment data: invoicing details, payment records, and transaction references where applicable.
• Technical data: limited information such as IP address or browser details if you submit an enquiry through a digital form or communication platform.
• Correspondence data: messages, complaints, feedback, and other communication relating to our services.

We do not knowingly collect more data than we need. Only relevant and necessary information is processed for each service or administrative purpose.

3. How We Collect Data

We collect personal data in several ways, including:

• when you contact us to request a quotation or book a service;
• when you provide details by phone, email, message, or form;
• when we carry out services at your property or business premises;
• when you make a payment or receive an invoice;
• when you provide feedback, ask a question, or raise a complaint;
• from third parties where necessary for service delivery, such as property managers, landlords, or booking intermediaries.

Where personal data is provided by someone other than the data subject, we expect that person to have a lawful basis for sharing it with us.

4. Why We Use Personal Data

We use personal data for the following purposes:

• to provide carpet cleaning and related services;
• to arrange appointments, confirmations, and service updates;
• to prepare quotations, invoices, and payment records;
• to manage customer relationships and respond to enquiries;
• to maintain internal records and service history;
• to handle complaints, disputes, or service quality issues;
• to comply with legal, tax, accounting, and regulatory obligations;
• to improve our operations, service standards, and customer experience.

We process personal data only for specified, explicit, and legitimate purposes. We do not use it in a manner that is incompatible with those purposes.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Carpetcleaning Shepherdsbush may rely on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes arranging cleaning appointments, delivering services, and managing payments.

Legal Obligation

We may process data to comply with legal obligations, including recordkeeping, tax requirements, accounting rules, and responses to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, internal record management, quality control, and fraud prevention.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or non-essential processing. Where consent is used, you can withdraw it at any time.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. These parties are only permitted to use personal data in accordance with our instructions or their own legal obligations.

Examples of processors or service providers may include:

• Payment processors: to handle card or electronic payments securely.
• Accounting and invoicing services: to support recordkeeping and financial administration.
• IT and cloud service providers: to store business records, emails, and operational data securely.
• Customer management tools: to manage bookings, reminders, and service notes.
• Professional advisers: such as accountants, auditors, insurers, or legal advisers where necessary.

We require our processors to implement appropriate security measures and to process data only for authorised purposes. We do not sell personal data.

7. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate safeguards to ensure that personal data remains protected. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the nature of the service provided.

• Customer and service records: retained for a reasonable period after service completion to manage queries, warranties, or disputes.
• Financial and tax records: retained for the period required by law.
• Correspondence and complaints: retained for as long as needed to resolve the matter and maintain business records.
• Consent-based records: retained until consent is withdrawn or the purpose ends.

When data is no longer required, it is securely deleted, anonymised, or destroyed. Retention is reviewed periodically to ensure we do not keep data longer than necessary.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, limited staff access, and careful selection of processors.

While we take data security seriously, no method of transmission or storage is completely risk-free. We therefore maintain and review our security measures regularly.

10. Your Rights

Under UK data protection law, you may have the following rights in relation to your personal data:

• 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 information.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to ask us to limit processing 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.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. We may need to verify your identity before responding to a request.

11. How to Exercise Your Rights

If you wish to exercise any of your rights, we will review the request and respond within the timeframe required by law. We may ask for details necessary to confirm your identity and understand your request. We will not charge a fee unless the request is manifestly unfounded, excessive, or repetitive.

12. Complaints

If you have concerns about how we handle personal data, we encourage you to raise them so we can address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

13. Children’s Data

Our services are intended for adults and business customers. We do not intentionally collect personal data from children unless it is necessary for a service arrangement and lawfully provided by a parent, guardian, or responsible adult.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practice, or service arrangements. Any updated version will apply from the date it becomes effective. We encourage customers in the Shepherdsbush area to review this policy periodically.

By using Carpetcleaning Shepherdsbush services, you acknowledge that your personal data may be processed as described in this Privacy Policy.