Privacy Policy - Carpetcleaning Uxbridge

This Privacy Policy explains how Carpetcleaning Uxbridge collects, uses, stores, shares, and protects personal data relating to customers in our service area. It applies to all Carpetcleaning Uxbridge customers in the area, including individuals who request quotations, book services, receive cleaning services, or otherwise interact with us in connection with carpet cleaning and related cleaning services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy is designed to help you understand 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.

1. Who we are

Carpetcleaning Uxbridge provides carpet cleaning and related domestic and commercial cleaning services. In the course of delivering our services, we may act as a data controller for personal data we collect from customers, prospective customers, suppliers, and website or communication users where applicable. This means we decide how and why your personal information is used.

2. Data we collect

We only collect personal data that is necessary for running our business, managing enquiries, performing services, and meeting legal obligations. The type of data collected may include:

Identity data: name, title, and relevant account or booking details.
Contact data: address, email address, telephone number, and service location.
Service data: information about the type of cleaning required, room or property details, preferred dates, access instructions, and service history.
Payment data: limited payment or transaction information needed to process invoices, record payments, and manage accounts. We do not store more payment details than necessary.
Communication data: messages, calls, feedback, complaints, and correspondence relating to enquiries or completed work.
Technical data: if our digital systems collect it, basic information such as device identifiers, browser type, or usage logs used for security and performance purposes.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless we have another lawful reason to process it. Special category data includes information such as health details, religious beliefs, racial or ethnic origin, and similar sensitive information.

3. How we collect data

We may collect personal data directly from you when you:

request a quotation or make a booking;
communicate with us by phone, email, message, or other channels;
use our services at your property or business premises;
provide feedback or make a complaint;
complete forms or otherwise submit information to us.

We may also receive data from third parties where necessary for service delivery, such as property managers, landlords, business clients, or payment service providers. In all cases, we ensure any data received is used only for legitimate and appropriate purposes.

4. Lawful basis for processing

We process personal data only where we have a valid lawful basis under the UK GDPR. Depending on the situation, we may rely on one or more of the following:

4.1 Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, providing cleaning services, issuing invoices, and dealing with service-related communication.

4.2 Legal obligation

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

4.3 Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, improving operations, handling customer queries, preventing misuse, and maintaining secure business records.

4.4 Consent

Where required, we will ask for your consent before processing your personal data. If we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect processing already carried out lawfully before withdrawal.

5. How we use personal data

We use personal data for the following purposes:

responding to enquiries and providing quotations;
arranging appointments and delivering cleaning services;
managing billing, payments, and records;
maintaining service quality and customer support;
meeting legal, accounting, and insurance requirements;
protecting against fraud, misuse, and security risks;
resolving complaints or disputes;
improving our services and business operations.

We will only use your personal data for the purpose it was collected for, unless we reasonably believe we need to use it for another compatible purpose. If we need to use it for an unrelated purpose, we will notify you where appropriate and ensure we have a lawful basis to do so.

6. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors when they handle data on our behalf and under our instructions. Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT support, hosting, and security providers;
communication and messaging service providers;
professional advisers such as legal or insurance advisers where necessary;
subcontractors or service partners assisting with service delivery.

We require processors to keep personal data secure, use it only for specified purposes, and comply with data protection law. We do not sell personal data. We do not share personal data with third parties for their own marketing purposes unless you have clearly agreed to this.

In limited circumstances, we may also disclose data to public authorities, courts, regulators, or law enforcement bodies where required by law or where disclosure is necessary to protect our rights, customers, employees, or the public.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, and business record requirements. The retention period may vary depending on the type of information and the reason it is held.

In general:

customer enquiry records are kept for a limited time after the enquiry is closed;
service and invoice records are retained for the period required by law and business accounting practices;
complaints or dispute records may be retained for longer where needed to resolve the matter or defend legal claims;
data no longer required is securely deleted or anonymised.

We regularly review the personal data we hold to ensure it is not kept longer than necessary. When data is no longer needed, we take appropriate steps to delete it safely or make it anonymous.

8. Data security

We take reasonable 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 confidentiality obligations, and restricted handling of sensitive records.

No system can be guaranteed to be completely secure, but we work to reduce risks and respond appropriately if a security issue occurs. If a personal data breach is likely to result in a risk to your rights and freedoms, we will follow applicable legal requirements, which may include notifying you and the relevant authority.

9. International transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your data remains protected to a standard consistent with UK data protection requirements. This may include approved contractual protections or other lawful transfer mechanisms.

10. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis we rely on. They include:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: in certain circumstances, you may ask us to delete your personal data.
Right to restrict processing: you may request that we limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: in some cases, you may request that we provide your data in a portable format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before responding to your request.

11. Children’s data

Our services are generally intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in connection with a household booking, access arrangements, or another legitimate service-related reason. Where child-related information is incidental, we handle it with care and only for the purpose required.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling 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 personal data is handled.

13. Summary of our approach

Carpetcleaning Uxbridge is committed to protecting the privacy of every customer in our area. We collect only the data we need, use it for clear and lawful purposes, keep it only as long as necessary, and require processors to protect it appropriately. We also respect your rights and aim to manage personal information in a transparent and responsible way.

This policy applies to all Carpetcleaning Uxbridge customers in area.