Privacy Policy - Carpet Cleaners Belgravia

This Privacy Policy explains how Carpet Cleaners Belgravia collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners Belgravia customers in the Belgravia area, including individuals who enquire about our services, request a quotation, make a booking, receive cleaning services, or otherwise interact with us. 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.

By using our services, you acknowledge that your personal information may be processed as described in this policy. We keep this policy under review to ensure that it remains accurate and up to date.

1. Information We Collect

We collect only the personal data that is necessary to provide and manage our services, respond to requests, maintain records, and meet legal and contractual obligations. The information we may collect includes:

Identity details such as your name and, where relevant, the name of a business or property manager.
Contact details such as telephone number, email address, and service address.
Booking information including the date and time of a service, type of cleaning requested, and access instructions.
Billing and payment records such as transaction references, payment status, and invoice details.
Service history including past appointments, customer preferences, and notes relevant to the work carried out.
Communications such as emails, messages, call notes, complaints, feedback, or other correspondence.
Technical data if you contact us electronically, which may include limited device or usage information needed to maintain secure systems.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for the service, for example where health, access, or safety information is relevant to a visit. Where such data is collected, we will only process it when a lawful basis under data protection law applies and when additional safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, schedule appointments, and deliver cleaning services.
To confirm bookings, manage access arrangements, and communicate service updates.
To process payments, issue invoices, and keep financial records.
To respond to enquiries, complaints, and requests for follow-up support.
To maintain accurate customer records and improve service quality.
To comply with tax, accounting, legal, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We may also use aggregated or anonymised information for internal analysis. When data is anonymised properly, it is no longer personal data and is not subject to the same legal requirements.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Carpet Cleaners Belgravia relies on one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotations, accepting bookings, carrying out cleaning work, managing service changes, and taking payment for services rendered.

Legal Obligation

We process certain information when required to meet legal obligations, such as keeping accounting records, handling tax matters, and complying with lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. Examples include maintaining service records, improving customer experience, preventing fraud, securing our systems, and handling internal administration. Before relying on this basis, we consider whether the processing is proportionate and whether it may impact your privacy.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information that is not required for the service or where consent is needed for a specific processing activity. If we rely on consent, you have the right to withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

4. Retention of Personal Data

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

In general:

Customer and booking records are retained for a period that supports service administration, dispute handling, and business continuity.
Invoice and payment records are retained for the duration required by tax and accounting laws.
Correspondence and complaint records are retained for as long as needed to resolve issues and maintain an accurate service history.
Data no longer needed is securely deleted, anonymised, or otherwise destroyed.

Where retention is necessary for legal defence, regulatory compliance, or a legitimate business purpose, data may be kept for a longer period, but only to the extent permitted by law. We review retention periods regularly to ensure they remain appropriate.

5. Data Sharing and Processors

We do not sell your personal data. We may share it only when necessary and only with trusted third parties that support our operations. These may include processors acting on our instructions and subject to appropriate contractual safeguards.

Examples of processors or service providers may include:

Payment processors that handle card or electronic payments securely.
Accounting or bookkeeping providers that assist with financial records and compliance.
IT and hosting providers that support secure storage, email, or business systems.
Customer management or scheduling tools used to organise appointments and communications.
Professional advisers such as accountants, insurers, or legal advisers where needed.

We may also disclose personal data where required by law, court order, or regulatory obligation, or where necessary to establish, exercise, or defend legal claims. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as an adequacy decision or approved contractual protections.

6. Your Rights Under Data Protection Law

As a data subject, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis relied upon.

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 situations.
Right to restriction – you may ask us to limit how we use your data in certain circumstances.
Right to data portability – you may request that we provide certain data in a structured, commonly used format where applicable.
Right to object – you may object to processing based on legitimate interests or to direct marketing where relevant.
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly and fairly.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, device protection, and routine review of data handling practices. Although no system can be guaranteed as completely secure, we work to reduce risk and maintain a high standard of protection.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where a customer voluntarily provides limited information that is necessary for service access, safety, or property management. If we become aware that we have collected data from a child without an appropriate lawful basis, we will take reasonable steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. 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 information is handled.

10. Summary of Our Commitment

Carpet Cleaners Belgravia respects your privacy and is committed to processing personal data responsibly. We only collect what we need, use it for clearly defined purposes, retain it for no longer than necessary, and share it only with processors or others where there is a lawful reason to do so. We also recognise and support your rights under data protection law.

In short: your data is handled with care, used lawfully, and protected in line with UK GDPR requirements. This policy applies to all Carpet Cleaners Belgravia customers in area and is designed to ensure transparency in every stage of our service relationship.