Privacy Policy - Carpet Cleaners Canarywharf

This Privacy Policy explains how Carpet Cleaners Canarywharf collects, uses, stores, and protects personal data in connection with its services. It applies to all Carpet Cleaners Canarywharf customers in the area, including prospective customers, active customers, and individuals who make enquiries, book services, or otherwise interact with us. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Data We Collect

We only collect personal data that is necessary to provide our services, manage bookings, and meet legal and operational obligations. The types of information we may collect include:

Identity details: your name and, where relevant, the name of your business or property manager.
Contact details: phone number, email address, and service address.
Service information: details about the carpet cleaning services requested, appointment preferences, access instructions, and any notes relevant to the job.
Payment information: billing details and transaction records. We do not store card details unless this is necessary for secure payment processing by an authorised payment provider.
Communication records: messages, call notes, complaints, feedback, and other correspondence.
Technical data: limited website or device information such as IP address, browser type, and cookie-related data, where applicable.

In some cases, we may receive information from third parties, such as booking platforms, referral partners, or property managers acting on your behalf. We only use such information where it is lawful and relevant to the service requested.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to schedule, deliver, and manage cleaning services;
to process payments and issue invoices or receipts;
to communicate about appointments, service updates, or changes;
to handle complaints, disputes, or requests for redress;
to maintain business records and service history;
to improve our services, quality standards, and customer experience;
to comply with legal, tax, accounting, or regulatory obligations;
to defend or establish legal claims where necessary.

We do not sell your personal data. We also do not use your personal data for purposes that are incompatible with the reasons for which it was collected, unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Carpet Cleaners Canarywharf relies on the following lawful 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 handling customer requests connected to the service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, keeping business records, preventing fraud, and responding to complaints. Where we rely on legitimate interests, we assess the impact on your privacy and only use data where appropriate and proportionate.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, insurance, consumer, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example for certain optional marketing communications or non-essential cookies if these are used. Where consent is used, you may withdraw it at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason it is held.

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards to manage follow-up, disputes, or repeat services.
Financial and tax records: retained for the period required by law and standard accounting practice.
Complaint or dispute records: retained as long as necessary to resolve the issue and protect our legal position.
Enquiry data: retained for a limited period if no booking is made, unless a longer period is needed for follow-up or legal reasons.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

5. Processors and Third Parties

We may share personal data with carefully selected processors and service providers that help us run our business. These third parties process data on our instructions and are required to protect it appropriately. Examples may include:

payment processors that handle secure transactions;
booking or scheduling systems used to manage appointments;
email, phone, or messaging providers used for customer communications;
accounting and bookkeeping providers used for financial administration;
IT, hosting, or cloud service providers that store or support business systems;
professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also share data with public authorities, regulators, or law enforcement agencies where required by law or where it is necessary to protect our rights, property, or safety. Where a processor is used, we ensure there is an appropriate contract in place and that only the minimum necessary data is shared.

6. International Transfers

If any processor stores or accesses data outside the UK, we take steps to ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We aim to keep data transfers secure and compliant with applicable law.

7. Your Rights

As a data subject, you have rights under the UK GDPR. These rights may apply depending on the circumstances and the legal basis for processing. They 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 situations.
Right to restriction: to ask us to limit how we use your data in certain circumstances.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain information in a structured, commonly used format where applicable.
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 rights have not been respected. We encourage you to raise any concerns so we can address them promptly and fairly.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited data sharing with trusted processors. While no system is completely secure, we take data protection seriously and review our safeguards regularly.

9. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a service request, such as property access arrangements. Where this occurs, we limit use to what is necessary and lawful.

10. Changes to This Privacy Policy

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

11. Summary of Our Commitment

Carpet Cleaners Canarywharf is committed to processing personal data responsibly, transparently, and in line with data protection principles. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. These commitments apply to all Carpet Cleaners Canarywharf customers in the area.