Privacy Policy - Carpetcleaning TW10

This Privacy Policy explains how Carpetcleaning TW10 collects, uses, stores, shares, and protects personal data relating to its customers. It applies to all Carpetcleaning TW10 customers in the area, including individuals who request quotations, book services, receive cleaning services, or otherwise interact with us in connection with carpet cleaning and related domestic or commercial cleaning 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. We encourage customers to read this policy carefully so they can understand how their information is used and what rights they have.

1. Information We Collect

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

Identity details such as your name and, where relevant, business name.
Contact details such as your address, email address, and telephone number.
Service details such as property access instructions, booking preferences, cleaning requirements, and notes relevant to the work requested.
Transaction information such as invoices, payment status, and service history.
Communication records such as emails, messages, and notes relating to enquiries, complaints, or service updates.
Technical information where applicable, such as basic website usage data or device information if you interact with our digital services.

We do not seek to collect unnecessary data. We also avoid collecting special category data unless it is strictly required and a lawful condition applies. If you choose to provide extra information voluntarily, we will only use it where appropriate and in line with this policy.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and arrange appointments;
to deliver cleaning services safely and effectively;
to communicate with you about bookings, changes, or follow-up matters;
to issue invoices, process payments, and manage accounts;
to keep service records and maintain customer preferences;
to handle complaints, queries, and customer support requests;
to comply with legal, tax, and regulatory requirements;
to improve our services, administration, and operational efficiency;
to prevent fraud, misuse, or other unlawful activity.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data in a materially different way, we will explain the reason and, where required, seek your consent or rely on another lawful basis.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Carpetcleaning TW10 relies on the following lawful bases depending on the activity:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, issuing invoices, and managing payments.

Legal obligation

We may process data where we must comply with legal obligations, such as maintaining financial records, responding to lawful requests, or meeting tax and accounting requirements.

Legitimate interests

We may process certain personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include customer administration, service improvement, record-keeping, internal auditing, or basic business communications. When relying on legitimate interests, we consider whether the processing is proportionate and privacy-friendly.

Consent

Where consent is required by law, we will ask for it clearly and separately. If we rely on consent, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before it was withdrawn.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Examples of processors or service providers may include:

Accounting and invoicing providers who help manage financial records and payments.
IT and cloud storage providers who securely host data, email, or business systems.
Communication service providers who support booking confirmations, reminders, or customer messages.
Professional advisers such as accountants, insurers, or legal advisers where needed for business compliance.

Where a third party processes data on our behalf, they are required to act only on our instructions, protect the data, and keep it secure. We do not sell personal data. We also do not share your data with third parties for their own marketing purposes unless we have a lawful basis to do so and have informed you accordingly.

In limited cases, we may disclose data to public authorities, regulators, or law enforcement agencies where required or permitted by law.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy. The retention period depends on the type of data, the reason it was collected, and any legal or contractual requirements.

Customer and booking records are kept for the period needed to manage services and customer history.
Financial and tax records are retained for the period required by law and standard accounting practice.
Communication records are kept as long as needed to resolve enquiries, support service delivery, or maintain an accurate business record.
Complaint or dispute records may be retained longer where necessary to defend legal claims or address unresolved issues.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We periodically review the data we hold to make sure it is still necessary.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting data access to authorised persons only.

While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data we process. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will act in line with our legal obligations.

7. Your Rights

As a data subject, you have rights under data protection law. These rights may apply depending on the circumstances and the lawful basis for processing. Your rights 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 data.
Right to erasure – in certain cases, you can request deletion of your personal data.
Right to restriction – you can ask us to limit how we use your data in specific situations.
Right to data portability – you can request data you provided to us in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We would, however, appreciate the opportunity to address any concerns first so we can try to resolve matters promptly and fairly.

8. 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 and required for lawful service delivery in a domestic setting, such as household access details. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated to customers. We encourage you to review it periodically so you remain informed about how we protect your information.

10. Summary of Our Commitment

Carpetcleaning TW10 is committed to using personal data responsibly, transparently, and securely. We collect only the information needed to provide reliable services, rely on appropriate lawful bases, retain data for no longer than necessary, and use trusted processors under strict controls. We also respect your rights and aim to handle every request in a fair and lawful manner.

By using our services, you acknowledge that you have read and understood this Privacy Policy.