Privacy Policy - Carpet Cleaners KT6

This Privacy Policy explains how Carpet Cleaners KT6 collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners KT6 customers in the area, including individuals who request quotations, book services, receive cleaning appointments, or otherwise interact with our business. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Carpet Cleaners KT6 acts as a data controller when we decide how and why personal data is processed. This policy applies to personal data collected in connection with carpet cleaning and related cleaning services offered within the KT6 area. We only process personal data that is relevant, necessary, and proportionate to the services we provide.

2. Personal Data We Collect

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

Identity data such as your name, title, and any business name if you are acting on behalf of a company.
Contact data such as your address in the KT6 area, email address, telephone number, and preferred communication method.
Service data such as property details, service preferences, booking dates, cleaning requirements, and notes about access or special instructions.
Payment data such as payment status, transaction references, and invoicing details. We do not retain card details unless securely processed through a compliant payment provider.
Communication data such as emails, messages, complaints, feedback, and records of customer support interactions.
Technical data limited to basic information that may be collected when you communicate with us electronically, such as IP address or device information, where applicable and necessary for security or service operation.

We aim to keep the data we collect to the minimum required for legitimate business and legal purposes.

3. How We Collect Personal Data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, message, or other contact methods;
provide information during service delivery;
make a payment or request an invoice;
submit feedback, a complaint, or a service-related query.

In some cases, we may also receive information from third parties, such as payment processors, booking platforms, or referring contractors, where necessary to deliver services or manage operations lawfully.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the purpose, our lawful bases may include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, taking payment, issuing invoices, and communicating about scheduled work.

Legal Obligation

We may process and retain certain data where required to meet legal, tax, accounting, or regulatory obligations.

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. This may include improving services, maintaining records, responding to customer enquiries, preventing fraud, and ensuring service quality and security.

Consent

Where we rely on your consent, for example for certain types of optional communication, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide carpet cleaning and related services;
to manage customer bookings and appointments;
to communicate service updates, confirmations, and changes;
to process payments and maintain financial records;
to handle complaints, disputes, and customer support requests;
to improve our services, systems, and customer experience;
to comply with legal and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security risks.

We do not use personal data in a way that is incompatible with the purposes for which it was collected.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in limited cases, as independent controllers. These parties are permitted to process personal data only for specified purposes and under appropriate contractual safeguards.

Examples of processors may include:

IT and hosting providers that help operate secure systems and data storage;
payment service providers that process transactions securely;
accounting and bookkeeping providers that assist with financial records and tax compliance;
customer communication tools used to manage email or messaging correspondence;
booking and administration software providers that support scheduling and record keeping;
professional advisers such as lawyers, insurers, or auditors where needed for legitimate business or legal purposes.

We require processors to implement appropriate technical and organisational measures to protect personal data. We do not sell personal data.

7. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or other lawful transfer mechanisms approved under applicable law. We only transfer data where necessary and where an adequate level of protection can be ensured.

8. Data Retention

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

In general:

booking and service records are retained for a period necessary to manage the customer relationship and resolve any follow-up issues;
invoice and payment records are retained for the period required by tax and accounting law;
communication records are retained for as long as needed to handle enquiries, complaints, or service history;
data no longer required is securely deleted, anonymised, or archived in line with our retention practices.

Where retention is based on legal obligations, the relevant legal period will apply. Where there is no continuing need to keep the data, we will dispose of it securely.

9. Data Security

We take reasonable and appropriate measures to safeguard personal data from unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited retention of sensitive records. While no system can be completely secure, we regularly review our practices to reduce risk and protect customer information.

10. Your Rights

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

the right of access to obtain a copy of your personal data;
the right to rectification to correct inaccurate or incomplete data;
the right to erasure in certain circumstances, also known as the right to be forgotten;
the right to restrict processing in certain situations;
the right to object to processing based on legitimate interests or direct marketing;
the right to data portability where processing is based on consent or contract and carried out by automated means;
the right to withdraw consent where consent is the lawful basis;
the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

These rights are not absolute and may be subject to legal exceptions. We will respond to valid requests in accordance with applicable law.

11. Automated Decision-Making

We do not normally use personal data for automated decision-making that produces legal or similarly significant effects. If this position changes, we will provide clear information about the logic involved and the impact on your rights.

12. Children’s Data

Our services are directed to adults and household or business customers in the KT6 area. We do not knowingly collect personal data from children unless it is necessary in connection with a service and provided lawfully by a parent, guardian, or authorised adult.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or internal practices. 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 information is handled.

14. Summary of Our Commitment

Carpet Cleaners KT6 is committed to protecting customer privacy and processing personal data responsibly. We collect only what is necessary, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. If you are a customer in the KT6 area, your data will be handled in line with this policy and with respect for your rights and expectations.