Privacy Policy - Carpetcleaning Chiswick

This Privacy Policy explains how Carpetcleaning Chiswick collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Chiswick customers in area, including individuals who request quotes, make bookings, receive services, or otherwise interact with our business. We are committed to handling personal data lawfully, fairly, transparently, and in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Carpetcleaning Chiswick acts as the data controller for the personal data described in this policy. This means we determine how and why your personal data is used in connection with our services. We only collect and process data that is necessary for legitimate business and service delivery purposes.

2. Personal data we collect

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

Identity details such as your name and, where relevant, business name.
Contact details such as your address, telephone number, and email address.
Service details such as the type of cleaning requested, appointment dates, property access requirements, and special instructions.
Payment and billing information such as payment status, invoice details, and transaction records.
Communication records such as messages, call notes, complaints, feedback, and service follow-up correspondence.
Technical data such as basic device and usage information if you interact with our digital systems, where applicable.
Safeguarding and access information where needed to enter premises securely and complete services safely.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or we are otherwise permitted by law to process it. If such information is shared with us, it will be handled with enhanced care and only for a specific and lawful purpose.

3. How we collect your data

We collect personal data directly from you when you:

Request a quotation or make a booking;
Communicate with us by phone, email, or other messaging methods;
Provide property or service instructions;
Make payments or ask for invoices;
Submit feedback, reviews, or complaints.

We may also receive data from third parties where necessary for service delivery, such as referees, property managers, or payment processors, and from public sources if needed to verify details or prevent fraud. We only collect what is relevant and proportionate.

4. Lawful basis for processing

We process personal data only when we have a valid lawful basis under the UK GDPR. Depending on the activity, we may rely on one or more of the following:

Contract – to provide quotes, confirm bookings, deliver cleaning services, issue invoices, and manage customer accounts.
Legal obligation – to keep financial records, comply with tax obligations, and meet other statutory requirements.
Legitimate interests – to manage our business effectively, improve services, prevent fraud, maintain service records, and respond to queries or complaints, provided our interests do not override your rights and freedoms.
Consent – where required, such as for certain marketing communications or optional uses of data.

If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Why we use your information

We use personal data for the following purposes:

To provide quotes and schedule services;
To perform carpet cleaning and related services safely and effectively;
To communicate with you about appointments, changes, or service issues;
To manage billing, invoicing, and payment records;
To improve our services and customer experience;
To keep appropriate records of completed work;
To meet legal, regulatory, and tax obligations;
To protect against fraud, misuse, or unlawful activity.

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.

6. Data sharing and processors

We may share personal data with trusted third parties who process information on our behalf. These parties act as processors and may only use the data according to our instructions and applicable law. Examples may include:

Payment service providers for processing card or electronic payments;
Accounting and bookkeeping providers for financial administration and tax compliance;
IT and hosting providers for secure storage, system maintenance, and data backup;
Communication service providers for sending operational messages or service updates;
Professional advisers such as accountants or legal advisers where necessary;
Authorities or regulators where disclosure is required by law.

We require all processors to implement appropriate technical and organisational measures to protect personal data. We do not sell personal data. Any sharing will be limited to what is necessary and proportionate for the relevant purpose.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting obligations. Retention periods may vary depending on the nature of the data and the context in which it was collected.

Booking and service records are kept for a period reasonably necessary to manage customer relationships and resolve disputes;
Financial and invoicing records are retained in line with tax and accounting requirements;
Communication records are kept for as long as needed to handle queries, complaints, or service follow-up;
Where consent has been given for marketing, related contact details are retained until consent is withdrawn or the data is no longer needed.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

8. Data security

We take the security of personal data seriously and use reasonable measures to protect it from unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and appropriate system safeguards. While no method of transmission or storage is completely secure, we continuously review our practices to maintain an appropriate level of protection.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete information;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled properly. We encourage you to raise concerns with us first so that we can try to resolve the issue promptly and fairly.

10. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is necessary and authorised by a parent, guardian, or lawful representative in the context of service arrangements. If we become aware that we have collected data from a child without appropriate permission, we will take steps to delete it.

11. International transfers

Where personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place to protect it in accordance with applicable data protection laws. This may include the use of approved contractual safeguards or transfers to countries recognised as providing an adequate level of protection.

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. The latest version will apply to all Carpetcleaning Chiswick customers in area from the date it is issued. We encourage you to review this policy periodically so that you remain informed about how your personal data is used.

Summary of our commitments

We collect only necessary personal data for service delivery and compliance;
We process data lawfully using contract, legal obligation, legitimate interests, or consent;
We retain data only as long as needed and dispose of it securely;
We use trusted processors under strict data protection terms;
We respect your rights and take privacy seriously at every stage.

Privacy, trust, and accountability are central to how Carpetcleaning Chiswick operates. By using our services, you acknowledge that your personal data may be processed as described in this policy, subject always to your rights under applicable law.