Privacy Policy - Carpet Cleaners Shepherdsbush

This Privacy Policy explains how Carpet Cleaners Shepherdsbush collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Carpet Cleaners Shepherdsbush customers in the area, including prospective customers, existing customers, and anyone who contacts us for a quotation, booking, or service enquiry. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is necessary to deliver our services, manage our business operations, and meet legal obligations.

1. Information We Collect

We may collect and process different categories of personal data depending on how you interact with us. The information we collect may include:

Identity details such as your name and title.
Contact details such as your address, email address, and phone number.
Service information such as appointment requests, service preferences, property access notes, and records of work completed.
Billing and payment details such as invoice information, payment status, and transaction records.
Communication records including messages, complaints, feedback, and notes from calls or written correspondence.
Technical and usage data if you contact us through digital channels, such as basic device and browser information or interaction logs where applicable.

We normally do not seek to collect special category data, such as health information, unless you choose to disclose it for a specific reason relevant to service delivery, for example access arrangements or vulnerability-related notes. Where such information is provided, we will only process it when necessary and with appropriate safeguards.

2. How We Use Your Personal Data

We use personal data only for clear and legitimate purposes. These may include:

Providing quotations, scheduling services, and carrying out cleaning work.
Communicating with you before, during, and after service delivery.
Managing bookings, changes, cancellations, and follow-up requests.
Preparing invoices, taking payments, and keeping financial records.
Handling complaints, disputes, and customer support matters.
Maintaining internal business records and service histories.
Complying with legal, regulatory, accounting, and tax obligations.
Improving service quality, staff training, and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, inform you of the change.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for each processing activity. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, issuing invoices, and handling related customer support.

Legal Obligation

We process certain information where we are required to do so by law, such as for tax records, accounting obligations, fraud prevention, or compliance with other statutory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This can include service administration, record keeping, quality control, and responding to customer enquiries. When relying on this basis, we assess whether the processing is proportionate and appropriate.

Consent

In some situations, we may ask for your consent, for example where we wish to send certain marketing messages or process optional information not required to provide the service. Where consent is used, you may withdraw it at any time.

4. Data Retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and why it is held.

Customer service and booking records are generally retained for the duration of the business relationship and for a reasonable period afterwards.
Invoice and payment records are retained for the period required by tax and accounting laws.
Complaint and correspondence records may be kept for as long as needed to resolve the matter and support our legitimate interests.
Where data is no longer required, it will be securely deleted, anonymised, or destroyed.

We regularly review the data we hold to ensure it is not retained longer than necessary.

5. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data in accordance with our instructions and are required to protect it appropriately. Examples may include:

Payment service providers who process card or electronic payments.
Accounting and bookkeeping providers who support financial administration.
IT and cloud service providers who store or maintain business systems.
Communication and scheduling tools that help manage appointments and customer messages.
Professional advisers such as legal or tax advisers where necessary.

We may also disclose data where required by law, court order, or regulatory obligation, or where disclosure is needed to protect our rights, customers, staff, or property.

We do not sell personal data. Any sharing is limited to what is necessary and carried out with appropriate data processing safeguards.

6. International Transfers

If any processor stores or accesses personal data outside the United Kingdom, we will ensure suitable safeguards are in place, such as an adequacy regulation, standard contractual clauses, or other legally recognised transfer mechanisms. We take reasonable steps to ensure transferred data remains protected to a standard consistent with UK data protection law.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, password protection, secure storage, staff awareness, and contractual controls with processors.

While we take data security seriously, no system can be guaranteed as completely secure. If a personal data breach occurs and it presents a risk to your rights and freedoms, we will handle it in accordance with legal requirements and notify the relevant authority where necessary.

8. Your Rights

As a data subject, you have rights under data protection law. Subject to certain conditions and exemptions, these rights include:

Right of access to obtain a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure to request deletion of your data in certain circumstances.
Right to restrict processing where you want us to limit how we use your data.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability in relation to data processed by automated means on the basis of consent or contract, where applicable.
Right to withdraw consent at any time where we rely on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

9. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided in the course of service delivery and is necessary for operational purposes. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, our services, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

11. How We Apply This Policy

This policy applies to all Carpet Cleaners Shepherdsbush customers in area and covers personal data processed in connection with quotations, bookings, completed work, customer service, administration, and legal compliance. We aim to keep our handling of personal information transparent, minimal, and purpose-specific so that only necessary data is used and retained.

We value trust and take privacy seriously. If you provide us with personal data, we will use it responsibly, keep it secure, and process it only where we have a lawful basis to do so.