Privacy Policy - Carpetcleaning Queenspark

This Privacy Policy explains how Carpetcleaning Queenspark collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Queenspark customers in the area, including prospective customers, existing customers, and anyone who interacts with our services, requests a quote, or communicates with us about our carpet cleaning work.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Information We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal and operational requirements. The personal data we may collect includes:

• Identity details such as your name and, where relevant, business name;
• Contact details such as address, telephone number, and email address;
• Service details relating to the cleaning services requested, booked, or completed;
• Payment information necessary to process invoices, payments, refunds, or account records;
• Communication records including messages, notes, and service-related correspondence;
• Property and access information where needed to carry out work safely and effectively;
• Technical information such as basic website or device data if you contact us through digital channels;
• Feedback and complaints you provide about our services;
• Special instructions that may relate to carpet materials, stains, allergies, pets, or other service-related considerations.

We do not seek to collect unnecessary personal data. If you voluntarily provide additional information, we will only use it where it is relevant to the services we provide or where required by law.

2. How We Use Your Data

We use personal data for specific and legitimate purposes connected to our business operations. These include:

• Responding to enquiries and providing quotes;
• Managing bookings and delivering carpet cleaning services;
• Communicating about service arrangements, scheduling, and service changes;
• Issuing invoices, processing payments, and maintaining financial records;
• Handling complaints, feedback, and service follow-up;
• Maintaining business records and internal administration;
• Meeting legal, tax, accounting, and regulatory obligations;
• Protecting our business, staff, and customers from fraud, misuse, or security risks;
• Improving the quality, efficiency, and reliability of our services.

We will not use your personal data for purposes that are incompatible with those listed above unless we inform you and have a valid lawful basis to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Carpetcleaning Queenspark relies on the following lawful bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This applies when you request a quote, make a booking, or receive our cleaning services.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing appointments, improving services, preventing fraud, maintaining records, and responding to service issues.

Legal Obligation

We process some personal data to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications. Where consent is used, you can withdraw it at any time without affecting processing that has already taken place.

We do not rely on consent where another lawful basis is more appropriate and legally valid.

4. Sharing and Processors

We may share personal data with trusted third parties that support the operation of our business. These organisations act as data processors when they process data on our behalf and only under our instructions, or as separate controllers where they determine their own purposes.

Examples of processors and service providers may include:

• Payment processors that handle card or electronic payments;
• Accounting and bookkeeping providers that help manage invoices and tax records;
• IT and cloud service providers that store data securely or support communications;
• Booking or scheduling tools used to manage appointments and service records;
• Professional advisers such as lawyers, insurers, or accountants where necessary;
• Public authorities where disclosure is required by law or to protect legal rights.

We require processors to take appropriate technical and organisational measures to protect personal data and to process it only for specified purposes. We do not sell personal data.

Where personal data is shared, we only disclose what is necessary and ensure appropriate safeguards are in place.

5. 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, and reporting requirements. Retention periods vary depending on the type of data and the reason it was collected.

As a general approach:

• Customer service records are retained for the duration of the service relationship and for a reasonable period afterwards;
• Financial and tax records are kept for the period required by applicable law;
• Communication records are retained only as long as needed to manage queries, disputes, or follow-up;
• Where data is no longer required, it is securely deleted or anonymised.

We review retained data periodically to ensure it is still necessary. When data is no longer needed, we take appropriate steps to dispose of it safely.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include restricted access, secure storage, staff awareness, and the use of trusted service providers.

Although no system can be guaranteed completely secure, we work to reduce risks and to respond appropriately if an incident occurs.

7. 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 lawful basis and the circumstances of processing.

• Right of access – you can request a copy of the personal data we hold about you;
• Right to rectification – you can ask us to correct inaccurate or incomplete data;
• Right to erasure – you may ask us to delete your data in certain circumstances;
• Right to restriction – you can ask us to limit how we use your data in certain cases;
• Right to object – you can object to processing based on legitimate interests;
• Right to data portability – you may request certain data in a structured, commonly used format;
• Right to withdraw consent – where we rely on consent, you may withdraw it at any time;
• Right to complain – you can raise concerns with the relevant data protection authority if you are unhappy with how we handle your data.

We may need to verify your identity before acting on a request. Some rights are subject to legal exceptions and may not apply in every situation.

8. Children’s Data

Our services are intended for adult customers or those acting on behalf of a property owner, tenant, landlord, or business. We do not knowingly collect children’s personal data unless it is incidentally provided in the course of service delivery and is necessary for safety or access reasons. If we become aware that we have collected data from a child without a valid basis, we will handle it appropriately and securely.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the area to review this policy periodically to stay informed about how we protect personal data.

10. Summary of Our Commitment

Carpetcleaning Queenspark is committed to respecting privacy and processing personal data responsibly. We collect only the information needed to provide and improve our services, rely on appropriate lawful bases, retain data for no longer than necessary, and use processors that help us operate securely and efficiently. We also recognise and support your rights under data protection law.

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