Privacy Policy - Carpetcleaning KT6

This Privacy Policy explains how Carpetcleaning KT6 collects, uses, stores, shares, and protects personal data when providing services to customers in the KT6 area. It applies to all Carpetcleaning KT6 customers in area, including prospective customers, existing customers, and anyone who enquires about our services. We are committed to handling personal data lawfully, fairly, and transparently 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 KT6 acts as the data controller for the personal data we collect and process in connection with our services. This means we decide how and why your personal data is used. We only process personal data where we have a valid lawful basis and only for the purposes described in this Privacy Policy.

2. Personal Data We Collect

We may collect and process the following categories of personal data, depending on the services you request and how you interact with us:

Identity data: name, title, and, where necessary, business name.
Contact data: address, email address, and telephone number.
Service information: details about the cleaning service requested, property access requirements, room or carpet specifications, and appointment preferences.
Transaction data: records relating to quotes, invoices, payments, refunds, and service history.
Communication data: messages, complaints, feedback, and notes from telephone, email, or other correspondence.
Technical data: limited information such as device or browser details if you interact with our digital systems, where applicable.
Special category data: we do not عادة seek sensitive personal data. However, if you voluntarily provide information that may reveal health-related access needs or other special category information, we will only process it where necessary and permitted by law.

We aim to collect only data that is relevant and necessary for delivering our services, maintaining records, and meeting legal obligations. We do not intentionally collect more information than we need.

3. How We Collect Your Data

We may collect personal data directly from you when you request a quote, book a service, make an enquiry, complete a payment, or communicate with us. We may also receive data from third parties where it is needed to provide services, such as property managers, landlords, tenants, or payment providers. In some cases, we may receive data from publicly available sources or professional referrals, but only where this is lawful and appropriate.

4. Lawful Basis for Processing

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

Performance of a contract: to provide quotes, schedule appointments, perform cleaning services, process payments, and manage bookings.
Legitimate interests: to manage our business, improve services, respond to enquiries, maintain records, and prevent fraud or misuse. Where we rely on this basis, we consider your rights and interests carefully.
Legal obligation: to comply with tax, accounting, consumer protection, and regulatory requirements.
Consent: where required for specific optional activities, such as certain types of marketing or the processing of any sensitive information you choose to share.

If we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange and deliver carpet cleaning and related services;
to confirm appointments and manage service logistics;
to process payments, refunds, and invoices;
to keep business and service records;
to handle complaints, claims, or follow-up requests;
to meet legal and accounting obligations;
to improve service quality and customer experience;
to maintain the safety and security of our operations;
to communicate with you about ongoing or completed services.

We will only use your personal data for the purposes for which it was collected unless we reasonably believe another compatible purpose applies, or we are otherwise permitted by law.

6. Sharing Your Data and Processors

We may share personal data with carefully selected third parties who act as processors or independent controllers, depending on the circumstances. These third parties are required to handle personal data securely and only in accordance with our instructions or their own legal obligations.

Examples of processors may include:

Payment service providers for processing card or electronic payments.
Booking and administration providers used to manage appointments or service records.
IT and cloud storage providers supporting secure data storage, email, or business systems.
Accountants or professional advisers assisting with financial, tax, or legal compliance.

We may also disclose data where required by law, by a court order, or to protect our rights, property, staff, customers, or the public. We do not sell your personal data.

7. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will take appropriate measures to protect your information. This may include using approved contractual safeguards and ensuring the receiving party offers an adequate level of data protection. Any such transfer will be carried out in accordance with applicable law.

8. 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 requirements. Retention periods vary depending on the type of record and the reason for processing.

Quotation and booking records: retained for a reasonable period to manage services and customer queries.
Invoice and payment records: retained for the period required by tax and accounting law.
Correspondence and complaint records: retained as long as needed to respond to issues and maintain service records.
Marketing preferences: retained until you withdraw consent or object, where applicable.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. We aim to keep data no longer than necessary.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, password protection, staff training, and restricted use of personal information. While no system can be guaranteed completely secure, we work to reduce risk and safeguard the data we hold.

10. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.

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 data.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request transfer of certain data where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

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

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

12. Marketing Communications

We may contact you with service-related updates, such as appointment confirmations, follow-up information, or responses to enquiries. We will only send promotional messages where permitted by law, and where required, with your consent. You may opt out of marketing communications at any time. Service messages are not marketing communications and may still be sent where necessary.

13. Complaints and Supervisory Authority

If you have concerns about how your personal data has been handled, we encourage you to raise them so we can address the issue. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We would appreciate the opportunity to resolve concerns directly first where possible.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, service practices, or operational needs. Any updated version will apply from the date it is published or otherwise made available. We recommend reviewing this Privacy Policy periodically to stay informed about how we handle personal data.

15. Summary of Our Commitment

Carpetcleaning KT6 is committed to protecting personal information and using it responsibly. We collect only the data needed to provide services, rely on lawful bases for every processing activity, keep data only as long as necessary, use trustworthy processors, and respect your rights under data protection law. This policy applies to all Carpetcleaning KT6 customers in area and is designed to ensure that your personal data is handled with care, transparency, and respect.