Privacy Policy - Carpetcleaning SW19

This Privacy Policy explains how Carpetcleaning SW19 collects, uses, stores, and protects personal data relating to its customers, prospective customers, and website or service users in the SW19 area. It applies to all Carpetcleaning SW19 customers in the area, whether services are requested for homes, flats, offices, or other properties. We are committed to handling personal data in a fair, transparent, and lawful manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpetcleaning SW19 is a service provider operating in the SW19 area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our carpet cleaning services, customer administration, quotations, bookings, service delivery, and related communications.

This Privacy Policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

2. Personal Data We Collect

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

Identity details such as your name and title.
Contact details such as your address, phone number, and email address.
Service details including property type, room count, carpet condition, cleaning preferences, and access instructions.
Booking and transaction details such as appointment dates, service history, invoices, payment status, and records of quotations.
Communication records including messages, call notes, complaints, feedback, and requests for support.
Technical data where applicable, such as device information, IP address, browser type, and cookies used on our digital platforms.
Special category data only where necessary and only if you voluntarily provide it, for example, access requirements related to disability or health that are relevant to service delivery.

We only collect data that is relevant, adequate, and limited to what is necessary for the purposes set out in this policy.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quotation or make a booking;
contact us by phone, email, or message;
provide information during a service visit;
submit a complaint, review, or general enquiry;
use any form or communication channel associated with our services.

We may also receive data from third parties where it is lawful and appropriate to do so, such as property managers, landlords, tenants, or payment service providers acting on your behalf. Where personal data is obtained from third parties, we take reasonable steps to ensure that such data is collected and shared lawfully.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the purpose, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes handling enquiries, providing quotations, arranging appointments, carrying out carpet cleaning services, and managing payments.

Legal Obligation

We may process data where we are required to do so by law, including for tax, accounting, record-keeping, fraud prevention, or compliance with regulatory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where your rights and interests do not override those interests. This may include service administration, internal record management, responding to complaints, maintaining quality standards, and protecting our business from misuse or fraud. We always consider whether such processing is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, for example where you agree to receive certain optional communications or where we process information that is not otherwise covered by another lawful basis. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are unlikely to apply in most cases, but where necessary we may process data to protect someone’s vital interests or where processing is required for reasons of public interest under applicable law.

5. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and assess cleaning requirements;
to manage bookings and deliver services;
to communicate with you about appointments, service updates, or follow-up matters;
to process payments and maintain financial records;
to handle complaints, disputes, and customer service requests;
to improve our services, quality control, and business operations;
to comply with legal, tax, and regulatory obligations;
to protect against fraud, misuse, or security incidents.

We do not use your data for automated decision-making that produces legal or similarly significant effects without human involvement.

6. Data Sharing and Processors

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

IT and hosting providers that store or support our systems;
payment processors that handle card or electronic transactions;
accounting or bookkeeping providers that assist with financial records;
customer administration tools used for scheduling, correspondence, or record management;
professional advisers such as legal or tax advisers where needed;
service partners who assist in delivering parts of the service, where applicable.

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

We do not sell your personal data.

7. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under UK data protection law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, and reporting obligations. Retention periods depend on the type of data and the reason for processing.

Customer service records may be retained for a reasonable period after the last interaction to help with follow-up, warranty, or dispute handling.
Financial and invoice records are typically retained for the period required by tax and accounting laws.
Complaints and correspondence may be kept for as long as needed to resolve issues and demonstrate compliance.
Technical and security logs are retained only as long as necessary for operational and security purposes.

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

9. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data-handling practices. While no system can be guaranteed completely secure, we take reasonable steps to safeguard the information entrusted to us.

10. Your Rights Under GDPR

As a data subject, you have a number of rights under UK GDPR. Subject to legal conditions and exemptions, these include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to ask us to correct inaccurate or incomplete data.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restriction – to ask us to limit processing in certain situations.
The right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
The right to data portability – to receive certain data in a structured, commonly used format and, where feasible, have it transferred to another controller.
The 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 within the time limits required by law. We may need to verify your identity before taking action on a request.

11. Complaints

If you are concerned about how your personal data is handled, you have the right to raise a complaint with the relevant data protection supervisory authority in the UK. We encourage you to contact us first so that we can try to address the issue promptly and fairly. Your rights are important, and we will take any complaint seriously.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published. We recommend reviewing this policy periodically to stay informed about how your personal data is protected.

13. Summary of Our Commitment

Carpetcleaning SW19 is committed to lawful, fair, and transparent data processing. We collect only the information needed to provide our services, rely on appropriate lawful bases, use processors carefully, and retain data only for as long as necessary. We respect your privacy rights and aim to ensure that all customer data in the SW19 area is handled responsibly and securely.