Privacy Policy - Carpetcleaning Brixton

This Privacy Policy explains how Carpetcleaning Brixton collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Brixton customers in the area, including anyone who requests a quotation, books a service, communicates with us, or otherwise uses our carpet 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.

1. Data We Collect

We collect only the personal data that is necessary to provide our services, manage customer relationships, and meet legal obligations. The type of data we may collect includes:

• Identity details such as your name and, where relevant, the name of a business or property manager.
• Contact details such as your telephone number, email address, and service address.
• Service information including the type of carpet cleaning requested, appointment preferences, access details, and notes needed to complete the work safely and effectively.
• Communication records such as enquiries, complaints, feedback, and correspondence relating to bookings or service delivery.
• Billing and payment information where required to process invoices, record payments, and manage accounts.
• Technical information such as limited website or device usage data if you interact with our online systems, provided that such data is used only where applicable and necessary.

We do not seek to collect special category data unless you voluntarily provide it and it is relevant to a service issue, for example information about allergies, mobility needs, or health-related access requirements. In such cases, we handle that information with additional care and only where there is a lawful basis to do so.

2. How We Use Personal Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotations.
• To schedule, deliver, and manage carpet cleaning services.
• To communicate about bookings, arrival times, service changes, and customer requests.
• To issue invoices, process payments, and maintain financial records.
• To address complaints, disputes, and service-related follow-up.
• To improve service quality, staff training, and customer satisfaction.
• To comply with legal, tax, accounting, and insurance obligations.

We process personal data only for legitimate business purposes connected to our carpet cleaning services. We do not sell personal data, and we do not use it in ways that are incompatible with the purposes described in this policy.

3. Lawful Basis for Processing

We process personal data under one or more lawful bases under the UK GDPR. These include:

Performance of a Contract

We process data when it is necessary to take steps at your request before entering into a service agreement, or to perform our obligations under that agreement. This includes managing bookings, completing cleaning services, and handling payment arrangements.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, including tax, accounting, fraud prevention, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where your interests and fundamental rights do not override those interests. This may include improving our services, maintaining internal records, preventing misuse, and responding to customer enquiries or complaints. When relying on legitimate interests, we consider the impact on privacy and ensure appropriate safeguards are in place.

Consent

In limited cases, we may rely on your consent, for example if you voluntarily provide optional information that is not necessary for the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Data and Processors

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

• Payment processors used to handle card or other payment transactions.
• IT and software providers that support booking systems, customer records, email services, and secure data storage.
• Accounting and administrative service providers that assist with invoicing, bookkeeping, and compliance.
• Professional advisers such as accountants, insurers, or legal advisers where needed for business operations or legal claims.
• Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

All processors are selected carefully and are required to process personal data only on our instructions, keep it secure, and comply with data protection obligations. We do not permit processors to use your information for their own unrelated purposes.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason it is held.

• Customer service and booking records are kept for the period needed to manage the relationship and resolve any follow-up matters.
• Billing and transaction records are retained for the period required by tax and accounting law.
• Complaints or dispute records may be retained longer where necessary to defend or establish legal claims.
• Consent-based records are kept until consent is withdrawn or the information is no longer needed.

When data is no longer required, we take reasonable steps to delete, anonymise, or securely dispose of it. Retention decisions are reviewed regularly to ensure we do not keep information longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to data on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the nature of the data we process.

7. International Transfers

If any service provider processes data outside the United Kingdom, we ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent lawful transfer mechanisms. We only transfer data where necessary and where sufficient protection can be maintained.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply subject to legal conditions and exceptions:

• Right of access to obtain a copy of the personal data we hold about you.
• Right to rectification to request correction of inaccurate or incomplete data.
• Right to erasure in certain circumstances, sometimes called the right to be forgotten.
• Right to restrict processing where you want us to limit how we use your data.
• Right to object to processing based on legitimate interests or direct marketing, where applicable.
• Right to data portability to receive certain data in a structured, commonly used format.
• Right to withdraw consent where processing is based on consent.

If you wish to exercise any of these rights, we will consider your request carefully and respond within the time limits set by law. We may need to verify your identity before completing a request. In some cases, we may not be able to comply fully if legal obligations or other lawful reasons require us to keep the information.

9. Children’s Data

Our services are aimed at adult customers and property managers. We do not knowingly collect personal data from children for the purpose of providing carpet cleaning services. If we become aware that we have collected such data without a lawful basis, we will take appropriate steps to delete it.

10. Changes to This Policy

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

11. Summary of Our Commitment

Carpetcleaning Brixton is committed to protecting personal information and using it responsibly. We collect only what is necessary, process it on clear lawful grounds, retain it for no longer than needed, and use trusted processors who are bound by confidentiality and security obligations. We also respect your rights and aim to make our data practices transparent, fair, and secure for every customer in the area.

This policy applies to all Carpetcleaning Brixton customers in the area.