Privacy Policy - Carpetcleaning Sw9

This Privacy Policy explains how Carpetcleaning Sw9 collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Sw9 customers in the area, including prospective customers, existing customers, and individuals who communicate with us in relation to our cleaning services. We are committed to handling personal data 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. Who We Are

For the purposes of data protection law, Carpetcleaning Sw9 acts as the data controller for the personal data described in this policy. This means we determine why and how your personal data is processed when you request, receive, or enquire about our services. We take our responsibilities seriously and apply appropriate technical and organisational measures to protect the information we hold.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. The categories of information we may collect include:

• Identity details such as your name and title;
• Contact details such as your address, email address, and telephone number;
• Service details such as the type of cleaning requested, property access requirements, preferred appointment times, and service history;
• Payment and billing information where required to process transactions, issue invoices, and keep financial records;
• Communication records including enquiries, complaints, service notes, and correspondence;
• Technical data such as basic website or device information if you interact with digital systems used for booking or administration;
• Special instructions that may relate to access, cleaning priorities, or health and safety considerations.

We do not intentionally collect unnecessary personal information. Where we ask for information, it is usually because it is needed to provide a quote, arrange a service, manage an appointment, or meet legal obligations.

3. How We Use Personal Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotations;
• To arrange and deliver cleaning services;
• To manage customer accounts and service records;
• To process payments, invoices, and refunds where applicable;
• To communicate about appointments, service updates, and customer care matters;
• To improve service quality, customer experience, and internal operations;
• To maintain business records and meet legal, tax, and regulatory requirements;
• To resolve disputes, handle complaints, and protect our legal rights.

We will only use your data for the purpose for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and the law allows that use.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis to process your personal data. Carpetcleaning Sw9 relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, confirming appointments, and managing related billing or service administration.

Legal Obligation

Some information must be processed to comply with legal obligations, such as keeping accounting records, meeting tax requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include customer relationship management, service improvement, record-keeping, fraud prevention, and internal administration. We ensure that such processing is proportionate and respects your privacy.

Consent

Where required by law, we may rely on your consent. If we do, you will be informed clearly and given a genuine choice. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. These parties are only given access to the data they need and are required to protect it. Typical categories of processors may include:

• Payment service providers;
• Accounting and bookkeeping services;
• IT and cloud storage providers;
• Booking, scheduling, or customer management systems;
• Professional advisers, such as legal or financial advisers, where necessary;
• Delivery, communication, or administrative service providers.

We require processors to act only on our instructions, keep information secure, and use appropriate confidentiality and data protection safeguards. We do not sell personal data.

6. International Transfers

If any service provider processes personal data outside the UK, we will take steps to ensure that suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures designed to preserve your data protection rights.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

• Customer and service records are usually kept for the duration of the relationship and for a reasonable period afterwards;
• Financial and tax records are kept in line with statutory retention requirements;
• Communication records are retained for as long as needed to handle enquiries, complaints, or disputes;
• Consent-based data is kept only until consent is withdrawn or the purpose ends.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner. We do not keep personal data indefinitely.

8. Data Security

We use reasonable and appropriate security measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, restricted permissions, secure storage, staff confidentiality obligations, and supplier checks. While no system can be guaranteed to be completely secure, we work to reduce risks and to respond quickly to any suspected incident.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and legal basis for processing. They include:

• The right to be informed about how we use your data;
• The right of access to request a copy of the personal data we hold about you;
• The right to rectification if information is inaccurate or incomplete;
• The right to erasure in certain circumstances, also known as the right to be forgotten;
• The right to restriction of processing in certain situations;
• The right to data portability 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 related to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will consider your request in accordance with applicable law. Some rights may not apply in every case, but we will always explain our response clearly. You also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with how your data is handled.

10. Marketing Preferences

Where we send marketing communications and the law requires consent, we will only do so where you have agreed. If you no longer wish to receive such communications, you may object or withdraw consent at any time. Service-related messages that are necessary for the performance of a contract or for operational updates are not marketing.

11. Children’s Data

Our services are intended for adult customers and property-related cleaning arrangements. We do not knowingly collect personal data from children unless it is incidental and necessary in the context of a service request made by an adult customer. If we become aware that children’s data has been collected inappropriately, we will take steps to delete it where legally permitted.

12. Changes to This Privacy Policy

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

13. Summary of Our Commitment

Carpetcleaning Sw9 is committed to treating your personal data with care, respect, and transparency. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and work with trusted processors under appropriate safeguards. Your privacy matters to us, and we aim to process your data in a way that is lawful, fair, and secure at all times.