Privacy Policy - Carpetcleaning W2

This Privacy Policy explains how Carpetcleaning W2 collects, uses, stores, and protects personal data when providing services to customers in the W2 area. It applies to all Carpetcleaning W2 customers in area, including individuals who request quotes, book services, communicate with us, 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

Carpetcleaning W2 is the controller of the personal data described in this Privacy Policy. This means we decide why and how your personal information is processed for the purpose of delivering carpet cleaning and related cleaning services. We only collect information that is necessary for our operations and we take appropriate steps to protect it.

2. Information We Collect

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

Identity information such as your name and title.
Contact information including address, email address, and telephone number.
Service details such as property access notes, cleaning preferences, requested dates, and instructions relevant to the job.
Payment-related information such as billing details and transaction records. We do not store card details unless required by a secure third-party payment provider.
Communication records including messages, call notes, complaint history, and service feedback.
Technical data that may be collected if you interact with digital systems, such as IP address, device information, and usage logs.
Special category data only where strictly necessary and only in limited circumstances, for example if you voluntarily share information about allergies or health conditions that affects how a cleaning service should be delivered. Such data is handled with additional care and only with a valid lawful basis.

We aim to keep the data collected to the minimum necessary for the service being provided. We do not intentionally collect more information than required.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and arrange service appointments.
To deliver carpet cleaning and related services safely and effectively.
To manage customer accounts, invoices, and payments.
To communicate with you about bookings, changes, or service updates.
To respond to questions, complaints, and after-service enquiries.
To maintain service records and improve our operations.
To comply with legal obligations, tax requirements, and regulatory duties.
To protect our business, staff, and customers from fraud, misuse, or security risks.

We only process your data for clear and legitimate business reasons, and we do not use it in ways that are incompatible with those purposes.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the context, Carpetcleaning W2 relies on the following lawful bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes arranging bookings, providing cleaning services, and handling payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. Examples include managing customer records, improving services, preventing fraud, and ensuring business continuity.

Legal Obligation

We may process and retain certain data to comply with legal obligations such as accounting, taxation, insurance, and record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent, especially where special category data is involved or where a specific communication or processing activity requires permission. When consent is used, you may withdraw it at any time.

We will always ensure that the lawful basis for processing is appropriate to the specific activity involved.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties that support our operations. These organisations act as processors on our behalf or as independent controllers where required by law. We only share the data necessary for the relevant service.

Examples of processors and third parties may include:

Payment service providers that process transactions securely.
Booking or scheduling systems used to manage appointments.
IT and cloud storage providers that support data hosting, backup, and security.
Accounting or invoicing services used for financial administration.
Professional advisers such as accountants, legal advisers, or insurers where necessary.
Public authorities where disclosure is required by law or a lawful request.

All processors are required to handle your data securely, use it only for the agreed purpose, and comply with data protection obligations. Where we use processors outside the UK, appropriate safeguards will be applied where legally required.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason for holding it.

In general:

Customer and booking records may be retained for the duration of the service relationship and for a reasonable period afterward.
Invoice, payment, and tax records may be retained for the period required by law.
Communication records may be kept for a limited time to resolve queries, manage complaints, or maintain service history.
Where data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of safely.

We regularly review retention periods to ensure personal data is not kept longer than necessary.

7. Security of Your Information

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 duties, and data minimisation practices.

While we take reasonable steps to safeguard information, no system can be guaranteed to be completely secure. If a personal data breach occurs and is likely to result in a risk to your rights and freedoms, we will take action in line with applicable legal requirements.

8. Your Rights Under GDPR

As a data subject, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions under the law.

Right of Access

You can request confirmation of whether we process your personal data and ask for a copy of that data.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal information.

Right to Erasure

In certain circumstances, you can request that we delete your data, for example where it is no longer needed or where processing is based on consent that has been withdrawn.

Right to Restrict Processing

You may ask us to limit how we use your data in certain situations, such as while a complaint or accuracy issue is being reviewed.

Right to Data Portability

Where applicable, you may request that we provide your data in a structured, commonly used, machine-readable format or transfer it to another controller.

Right to Object

You may object to processing based on legitimate interests or to direct marketing where applicable. We will assess your request in accordance with the law.

Rights Related to Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects.

You also have the right to withdraw consent at any time where processing is based on consent. This will not affect the lawfulness of processing before withdrawal.

9. Children’s Data

Our services are aimed at adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and only with appropriate legal basis. If we become aware that we have collected information from a child without the required basis, we will take steps to delete it securely.

10. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure that it is protected to a standard that complies with applicable data protection law. This may include using approved contractual safeguards or relying on recognised legal transfer mechanisms.

11. Changes to This Privacy 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 time it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Carpetcleaning W2 is committed to respecting your privacy and protecting your personal information. We collect only what is necessary, use it for clear and lawful purposes, share it only with appropriate processors or authorities, and keep it only for as long as needed. We also recognise and support your rights under GDPR, and we aim to make it easy for customers in the W2 area to understand how their data is used.

This Privacy Policy applies to all Carpetcleaning W2 customers in area.