Privacy Policy - Carpetcleaning Acton

This Privacy Policy explains how Carpetcleaning Acton collects, uses, stores, shares, and protects personal data relating to our customers in the Acton area. It applies to all Carpetcleaning Acton customers in the area, including prospective customers, current customers, and individuals who have previously used 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

Carpetcleaning Acton provides professional carpet cleaning services to customers in Acton and the surrounding area. In this Privacy Policy, references to we, us, and our mean Carpetcleaning Acton. We act as the data controller for the personal data we collect and use in connection with our services.

This policy applies to personal data collected through service enquiries, bookings, customer communications, service delivery, invoicing, complaints handling, and related administrative activities.

2. Personal Data We Collect

We only collect personal data that is necessary for operating our services, managing customer relationships, and meeting legal obligations. The categories of personal data we may collect include:

• Identity data: name, title, and any details needed to identify you as a customer or contact person.
• Contact data: address, email address, telephone number, and other communication details you choose to provide.
• Service data: details about the carpet cleaning services requested, property access notes, preferred service dates, and relevant instructions.
• Payment data: payment method details, transaction records, and billing information. We do not store more payment information than necessary to complete a transaction and maintain financial records.
• Communication data: records of messages, enquiries, feedback, complaints, and service-related correspondence.
• Technical and usage data: limited information such as device details or website interaction data if you contact us through digital channels, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if it relates to access needs or a complaint. Where such information is provided, we handle it with extra care and only where a lawful basis permits.

3. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to schedule, deliver, and manage carpet cleaning services;
• to process payments and issue receipts or invoices;
• to maintain accurate customer and service records;
• to handle complaints, disputes, and requests;
• to meet legal, tax, accounting, and regulatory obligations;
• to improve our service quality and customer experience;
• to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that purpose is lawful.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we may rely on one or more of the following:

• Contract: when processing is necessary to enter into or perform a service contract with you, such as arranging and delivering carpet cleaning services.
• Legal obligation: when we need to retain records or provide information to comply with tax, accounting, consumer, or regulatory requirements.
• Legitimate interests: when processing is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service administration, customer support, record keeping, and business protection.
• Consent: where we rely on your consent, such as for certain optional communications or the use of specific information you voluntarily provide. You may withdraw consent at any time where it is the lawful basis.

We carefully assess each processing activity to ensure that the lawful basis is appropriate and proportionate. We do not process personal data in a way that is incompatible with the purposes explained in this policy.

5. 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 process data on our instructions, or as independent controllers where they determine their own purposes. We only share the minimum data required and only where there is a lawful basis to do so.

Examples of processors and service providers may include:

• IT and system providers that host or support our records;
• accounting and bookkeeping service providers;
• payment processors that manage transactions;
• customer communication and scheduling tools;
• professional advisers such as legal or insurance advisers, where required;
• delivery, subcontracting, or operational partners where needed to complete a service request.

Where processors are used, we require them to implement appropriate security measures and to handle personal data only according to our instructions and applicable law. We do not sell your personal data.

We may also disclose personal data if required by law, court order, or a competent authority, or where necessary to protect our rights, property, staff, customers, or the public.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, tax, or reporting requirements. The length of time may vary depending on the type of data and the reason it is held.

In general, we may retain:

• customer and service records for the period needed to manage the relationship and resolve any disputes;
• financial and transaction records for the duration required by applicable tax and accounting laws;
• complaints and correspondence for a reasonable period after service completion;
• consent-based data until consent is withdrawn or the data is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

While we strive to protect your information, no system can be completely secure. If a personal data breach occurs and we are legally required to do so, we will take appropriate steps, including notifying relevant authorities and affected individuals where necessary.

8. 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 lawful basis for processing. They include:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to ask us to correct inaccurate or incomplete information.
• Right to erasure: to request deletion of your data in certain cases.
• Right to restriction: to ask us to limit how we use your data in certain circumstances.
• Right to data portability: to receive certain data in a structured, commonly used format where applicable.
• Right to object: to object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. Some rights may not apply in all situations, such as where we must retain information to comply with legal obligations.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it, such as recognised transfer mechanisms and contractual protections, where required by law. We only allow such transfers where they are necessary and compliant with applicable data protection standards.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children without appropriate authorisation. If we become aware that we have collected such data in error, we will take reasonable steps to delete it unless there is a lawful reason to keep it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published or otherwise communicated as appropriate. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Our Commitment

Carpetcleaning Acton is committed to respecting your privacy and protecting your personal information. We process data only when necessary, keep it secure, and handle it in a way that is lawful, fair, and transparent. If you are a customer in the Acton area, this policy applies to you and explains how we manage your personal data throughout our relationship with you.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy, subject always to your rights under data protection law.