Privacy Policy - Carpetcleaning SW16

This Privacy Policy explains how Carpetcleaning SW16 collects, uses, stores, shares, and protects personal data when providing services to customers in the SW16 area. It applies to all Carpetcleaning SW16 customers in the area, including individuals who request quotations, book services, receive cleaning treatments, or communicate with us in relation to our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Carpetcleaning SW16 is a service provider operating in the SW16 area. For the purposes of data protection law, we act as the data controller for the personal data collected from our customers and prospective customers. This means we determine the purposes and means of processing personal data in connection with our services.

2. Personal data we collect

We only collect personal data that is necessary for the delivery, administration, and improvement of our services. The categories of information we may collect include:

Identity data: name and title.
Contact data: address, email address, telephone number, and service location.
Service data: details about the cleaning service requested, property type, preferred dates, access instructions, and job notes.
Transaction data: records of quotes, invoices, payments, refunds, and service history.
Communication data: messages, enquiries, complaints, feedback, and records of correspondence.
Technical data: limited information collected through our systems when you interact with our digital tools, such as device and usage information where applicable.
Special category data: we do not intentionally collect special category data unless it is necessary and you have chosen to provide it, or it is otherwise required for the service and permitted by law.

We do not request more information than is needed to provide our services. If you provide additional information voluntarily, we will handle it in line with this Policy and applicable law.

3. How we use your personal data

We use personal data for the following purposes:

to provide carpet cleaning and related services;
to prepare quotations and confirm bookings;
to communicate about appointments, service changes, and customer requests;
to process payments, issue receipts, and maintain accounting records;
to handle complaints, disputes, and service queries;
to maintain internal records and improve service quality;
to comply with legal, tax, and regulatory obligations;
to protect against fraud, misuse, or unauthorised access;
to manage our legitimate business operations effectively.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or we are required or permitted by law to do so.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis for each processing activity. The lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, and processing payment for work carried out.

Legal obligation

We process certain data where necessary to comply with legal obligations, such as tax, accounting, and record-keeping requirements, or to respond to lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. Examples include managing our business operations, improving services, maintaining security, and keeping appropriate service records.

Consent

Where required, we rely on your consent. If we ever ask for consent, you may withdraw it at any time. Withdrawing consent will not affect processing already carried out before the withdrawal.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting obligations. Retention periods depend on the type of record and the reason it is held.

Service records may be retained for a reasonable period to manage repeat bookings, disputes, warranties, or service-related follow-up.
Financial and tax records are typically kept for the period required by law.
Correspondence and complaints may be retained for as long as needed to resolve the issue and maintain accurate business records.

When data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it in a safe and appropriate manner.

6. Processors and third parties

We may share personal data with trusted processors and service providers who process data on our behalf and under our instructions. These may include:

payment processing providers;
accounting or bookkeeping systems;
booking and scheduling tools;
IT and data storage providers;
customer communication services;
professional advisers, such as accountants or legal advisers, where necessary.

All processors are expected to protect personal data, use it only for specified purposes, and implement appropriate technical and organisational security measures. We do not sell personal data.

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

7. Data security

We take appropriate security measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and staff awareness practices. While no method of transmission or storage is completely secure, we work to protect your data in a manner proportionate to the risks involved.

8. Your rights under GDPR

You have a number of rights regarding your personal data. Subject to legal limits, these include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete information.
Right to erasure: to request deletion of your personal data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to 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 lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

9. International transfers

Where any service provider processes data outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains protected in accordance with applicable data protection laws. This may include using approved contractual protections or relying on recognised transfer safeguards.

10. Children’s data

Our services are intended for adults and household customers. We do not knowingly collect personal data from children unless it is provided incidentally in the course of service delivery and only where necessary. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete it where required.

11. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically so they remain informed about how their data is handled.

12. Contact and complaints

If you have any questions about this Privacy Policy, how your data is handled, or wish to exercise your rights, you may contact us through the usual service channels used for your booking or enquiry. If you are not satisfied with how we have handled your personal data, you have the right to raise a complaint with the ICO.

Summary of our approach: Carpetcleaning SW16 processes customer data lawfully, transparently, and only as needed to provide services in the SW16 area, meet legal obligations, protect records, and respect your GDPR rights.