Privacy Policy - Carpet Cleaners Ealing

Carpet Cleaners Ealing is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our services. It applies to all Carpet Cleaners Ealing customers in the area, including individuals who request quotations, book services, communicate with us, or otherwise interact with us in connection with carpet cleaning and related services.

1. Who we are

For the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018, Carpet Cleaners Ealing acts as the data controller for the personal data we collect and process in the course of providing our services. This means we decide how and why your personal data is used. We only process personal data where we have a valid lawful basis and only for clearly defined business purposes.

2. Personal data we collect

We collect only the information necessary to provide our services effectively and to operate our business responsibly. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of a property owner, tenant, or authorised representative.
Contact details such as telephone number and email address.
Address details for the property where services are requested or carried out.
Service information such as the type of cleaning requested, appointment preferences, and notes about the condition of carpets or soft furnishings.
Payment-related information where needed to process transactions, issue invoices, or record payments.
Communication records including messages, emails, call notes, and service instructions.
Technical information such as basic device or usage data if you interact with us through digital systems, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless another lawful reason applies. We ask that you do not share sensitive information unless it is relevant to your service request.

3. How we collect personal data

We may collect personal data directly from you when you:

request a quote or service;
book or reschedule an appointment;
contact us with questions or complaints;
make a payment or request an invoice;
provide feedback or review our service;
communicate with us by phone, email, or other means.

We may also receive limited information from third parties where necessary to perform a service, such as a landlord, letting agent, building manager, or another person who is arranging cleaning on your behalf. In such cases, we rely on that party to ensure they are entitled to share the information with us.

4. Lawful basis for processing

We process personal data only when we have a lawful basis under data protection law. Depending on the circumstances, we may rely on one or more of the following bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, taking payment, and providing customer support.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include maintaining service records, improving operations, preventing fraud, and handling customer enquiries efficiently.

Legal obligation

We may process personal data when required to comply with legal obligations, such as accounting, tax, insurance, or record-keeping duties.

Consent

Where we rely on consent, we will make it clear what you are consenting to and you may withdraw consent at any time. Withdrawal of consent will not affect processing that has already taken place lawfully.

5. Why we use your data

We use personal data for the following purposes:

to provide carpet cleaning and related services;
to arrange appointments and service visits;
to issue quotations, invoices, and receipts;
to communicate with you before, during, and after a service;
to keep business and financial records;
to handle complaints, queries, and claims;
to improve our services and customer experience;
to meet legal, accounting, and regulatory requirements;
to protect our business, staff, and customers from misuse or fraud.

We only use your data for the purpose for which it was collected, unless a compatible and lawful reason applies. We do not sell your personal data.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting obligations. Retention periods depend on the nature of the information and the reason it was collected.

Booking and service records are typically retained for a reasonable period after the service is completed in case of follow-up questions, disputes, or service history needs.
Financial records such as invoices and payment records are retained for the period required by tax and accounting laws.
Communication records may be retained for as long as needed to manage ongoing customer relationships or resolve issues.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. Retention periods may vary depending on legal obligations and the nature of the service provided.

7. Processors and third parties

We may share limited personal data with trusted third parties who act as processors on our behalf. These providers may help us with administrative, technical, financial, or operational tasks. Such parties are only allowed to process personal data according to our instructions and must implement appropriate security measures.

Examples of processors or third-party services may include:

payment processing providers;
accounting or bookkeeping services;
IT and cloud storage providers;
communication or email systems;
customer management or scheduling tools;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also disclose information where required by law, court order, or public authority request. If a third party receives personal data, we will ensure that appropriate contractual and security safeguards are in place wherever required.

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of records. While no method of transmission or storage is completely risk-free, we work to protect your information to a standard appropriate to the nature of the data we hold.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and legal basis for processing.

Right of access - you can ask for a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete information.
Right to erasure - in certain cases, you can ask us to delete your data.
Right to restriction - you can ask us to limit how we use your data in certain situations.
Right to object - you can object to processing based on legitimate interests in some cases.
Right to data portability - where applicable, you can request your data in a commonly used format.
Right to withdraw consent - if processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an exemption applies.

10. Complaints and supervision

If you believe your personal data has been handled incorrectly, you have the right to raise a concern with the relevant data protection authority. You may also contact us to discuss any issue, and we will do our best to resolve it promptly and fairly. We encourage customers to contact us first so we can address concerns directly wherever possible.

11. 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 handling practices. The latest version will apply to your use of our services. We recommend reviewing this policy periodically so you remain informed about how your personal data is used.

12. Scope of this policy

This Privacy Policy applies to all Carpet Cleaners Ealing customers in the area and governs the way we process personal data in connection with our services. By using our services or providing your information to us, you acknowledge that your data may be handled in accordance with this policy and applicable data protection laws.

Carpet Cleaners Ealing respects your privacy and is committed to processing personal data responsibly, securely, and transparently. We aim to keep all information accurate, necessary, and protected throughout its lifecycle.