Privacy Policy - Carpet Cleaners Hackney

This Privacy Policy explains how Carpet Cleaners Hackney collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners Hackney customers in the area, including individuals who request quotes, book services, receive cleaning visits, or communicate with us in any way. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We understand that privacy is important. This policy is designed to clearly explain what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data. By using our services, you acknowledge that your data will be handled according to this policy.

1. Personal Data We Collect

We may collect different types of personal data depending on the service you request and how you interact with us. The information we collect may include:

Identity details such as your name and title;
Contact details such as phone number and email address;
Service details such as property address, access instructions, room types, and cleaning preferences;
Payment information such as transaction records and billing details;
Communication records including messages, enquiries, complaints, and service feedback;
Technical data such as limited information gathered through our systems for security, fraud prevention, and service administration;
Booking and appointment history including dates, times, and service outcomes.

In some cases, we may also collect information that is necessary to carry out the service safely and effectively, such as notes about surfaces, stains, allergens, or access requirements. We only collect data that is relevant and limited to what is necessary for our work.

2. How We Use Your Data

We use personal data for the following purposes:

To provide cleaning services and manage bookings;
To prepare quotes and service estimates;
To confirm appointments and communicate about services;
To process payments and maintain accurate records;
To respond to questions, complaints, and support requests;
To improve our services and customer experience;
To meet legal, accounting, and insurance requirements;
To protect our business, staff, customers, and property from fraud or misuse.

We do not use personal data for unrelated purposes without informing you where required by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing services, issuing invoices, and managing service delivery.

Legal Obligation

We may process personal data where necessary to comply with legal or regulatory obligations, including tax, accounting, consumer protection, or record-keeping requirements.

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 managing customer relationships, improving operations, preventing fraud, and maintaining service quality. We always assess whether our legitimate interests are appropriate before relying on this basis.

Consent

Where required, we may ask for your consent before processing certain information, especially for optional communications or non-essential uses of data. You may withdraw consent at any time where processing is based on consent.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services. These organisations act as processors or, in some cases, independent controllers. We only share the minimum data necessary and require appropriate safeguards.

Examples of processors may include:

Payment service providers that handle card or online transactions;
Booking and scheduling systems that help manage appointments;
IT and cloud storage providers that secure our records and systems;
Communication services used to send booking confirmations or service updates;
Accountants and administrative support providers assisting with finance and compliance;
Insurance or legal advisers where needed to manage claims or legal matters.

All processors are required to handle personal data securely, use it only for the agreed purpose, and comply with applicable data protection obligations. We do not sell your personal data.

We may also disclose information where required by law, court order, or lawful request from public authorities. If a business reorganisation, transfer, or merger occurs, data may be transferred as part of that process, subject to continued protection of your rights.

5. Data Retention

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

In general:

Booking and service records may be kept for a reasonable period to manage repeat services, complaints, and operational needs;
Payment and invoicing data may be retained for the period required by tax and accounting law;
Correspondence and complaint records may be retained to evidence customer care and resolve disputes;
Technical and security logs may be kept for a shorter period unless needed for investigation or legal reasons.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We take a data minimisation approach and only retain what is necessary.

6. How We Protect Your Data

We use 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 requirements, and careful selection of trusted processors.

Although we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. If a data incident occurs that is likely to risk your rights and freedoms, we will act in accordance with our legal obligations, which may include notifying the relevant authority and affected individuals where required.

7. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may apply in different circumstances and are subject to legal conditions and exemptions. Your rights include:

The right to be informed about how your data is used;
The right of access to obtain a copy of the personal data we hold about you;
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 data portability for data you have provided where processing is based on consent or contract and carried out by automated means;
The right to object to processing based on legitimate interests or direct marketing;
Rights relating to automated decision-making, where applicable.

You also have the right to withdraw consent at any time where we rely on consent as the lawful basis. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

If you exercise your rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a property, household, or service request made by an adult customer. If we become aware that we have collected data from a child without appropriate consent or lawful basis, we will take steps to delete it where required.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Your Responsibilities

Where you provide information to us, you should ensure it is accurate and up to date. If your contact details, service instructions, or other relevant data change, please let us know so that we can keep our records correct. Accurate information helps us provide a safe and efficient service.

By using our services, you confirm that you have read and understood this Privacy Policy. We value trust and transparency and are committed to handling personal information responsibly for every customer in the area.

Last updated: This policy is maintained in line with current data protection requirements and applies to all Carpet Cleaners Hackney customers in area.