Privacy Policy - Carpetcleaning Kentishtown

This Privacy Policy explains how Carpetcleaning Kentishtown collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Carpetcleaning Kentishtown customers in the area, including prospective customers, current customers, and former customers who have used our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Carpetcleaning Kentishtown is a service provider that offers carpet cleaning and related cleaning services to residential and commercial customers in the local area. For the purposes of data protection law, we act as the data controller when we determine the purposes and means of processing personal data.

This policy applies whenever we collect or process personal data about individuals who book, enquire about, receive, or manage services from Carpetcleaning Kentishtown.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

• Identity data such as name and title.
• Contact data such as address, phone number, and email address.
• Service data such as booking details, service history, property access notes, preferences, and special instructions.
• Payment data such as billing details, payment status, and transaction records.
• Communication data such as messages, enquiries, complaints, and feedback.
• Technical data such as IP address, browser information, and device identifiers if you interact with our digital systems.
• Usage data such as records of how you engage with our services or communications.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it to us for a clear purpose. If such data is shared, we process it only where permitted by law and with appropriate safeguards.

3. How We Collect Your Data

We may collect personal data in several ways:

• Directly from you when you make an enquiry, request a quote, book a service, or communicate with us.
• When you provide information by phone, email, text message, or other communication channels.
• From third parties where necessary to complete a service, such as payment providers, referral partners, or property representatives.
• Automatically through our systems when you interact with our records or digital tools.

Where we receive personal data from someone other than you, we will only use it for the purpose for which it was provided and in line with this policy.

4. Why We Use Personal Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotations.
• To schedule, manage, and deliver cleaning services.
• To handle payments, invoices, and account-related matters.
• To maintain records of services provided.
• To communicate with customers regarding appointments, service updates, or follow-up matters.
• To deal with complaints, disputes, and customer support matters.
• To improve our services, processes, and customer experience.
• To comply with legal, accounting, and regulatory obligations.
• To protect our business from fraud, misuse, or security risks.

5. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstance, the lawful basis may be one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, processing payments, and providing customer support connected to the service.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including record-keeping, tax, accounting, and other regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where your rights do not override those interests. This may include service administration, business planning, fraud prevention, quality control, and the management of customer relations. We always consider whether our interests are balanced against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where we contact you for certain optional communications not covered by other lawful bases. When we rely on consent, you may withdraw it at any time.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors where they process data on our instructions. We only use processors that provide appropriate safeguards and process personal data in line with data protection law.

Processors or service providers may include:

• Payment processors that handle transaction processing.
• Booking and scheduling providers that help manage appointments and service records.
• IT and cloud storage providers that support data storage, security, and system maintenance.
• Communication service providers that enable emails, messages, or notifications.
• Professional advisers such as accountants, auditors, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or lawful request from public authorities. We do not sell personal data.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to fulfil contractual obligations, resolve disputes, maintain records, and comply with legal requirements.

Retention periods depend on the nature of the data and the reason for holding it. In general:

• Customer service records are kept for as long as needed to manage the relationship and handle follow-up issues.
• Financial and tax-related records are retained for the period required by law.
• Communication records may be kept for a reasonable period to evidence instructions, complaints, or service issues.

When personal data is no longer needed, we will delete it or anonymise it securely.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

While we take reasonable steps to protect your data, no system can be guaranteed completely secure. We therefore encourage customers to share information only where necessary and to contact us if they believe their data may have been compromised.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place so that your information remains protected in line with applicable data protection requirements. Any transfer will be assessed carefully and, where needed, protected through approved legal mechanisms.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations and exemptions, but we will always consider your request carefully.

• 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 information.
• Right to erasure – you may request deletion of your data in certain circumstances.
• Right to restrict processing – you may ask us to limit how we use your data in certain cases.
• Right to object – you may object to processing based on legitimate interests or direct marketing.
• Right to data portability – you may request a copy of data you provided to us in a structured, commonly used format where applicable.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law and within the required time limits.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from children unless it is provided by an adult customer in connection with a service arrangement. If we become aware that we have collected data inappropriately, 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 our services, legal obligations, or data handling practices. 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 used.

13. Summary of Your Privacy Commitments

Carpetcleaning Kentishtown is committed to protecting personal data and using it only where we have a lawful basis. We collect only the information needed to provide services, manage our business, and meet legal obligations. We retain personal data only as long as necessary, share it only with trusted processors and where required by law, and respect your rights under data protection law.

We are dedicated to processing customer information fairly, transparently, and securely for all Carpetcleaning Kentishtown customers in the area.