Privacy Policy - Carpetcleaning BR1

This Privacy Policy explains how Carpetcleaning BR1 collects, uses, stores, and protects personal data relating to its customers in the BR1 area. It applies to all Carpetcleaning BR1 customers in the area, including individuals who request quotations, book services, receive cleaning services, 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 this policy applies to

This policy applies to personal data processed in connection with carpet cleaning, upholstery cleaning, rug cleaning, stain treatment, and related household or commercial cleaning services provided by Carpetcleaning BR1 in the BR1 area. It covers current, former, and prospective customers, as well as any authorised representatives acting on their behalf.

2. What personal data we collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on the service requested, we may collect the following types of information:

Identity details such as your name and, where relevant, the name of a company or property manager.
Contact details such as your address, email address, and telephone number.
Service and booking details including the type of cleaning requested, property access information, preferred appointment dates, and service history.
Payment information such as billing records, transaction references, and payment status. We do not normally store full card details where payments are processed securely by a payment provider.
Communication records including messages, notes about service requests, complaints, feedback, and correspondence relating to bookings or aftercare.
Property and cleaning-related information such as floor type, stain details, furnishings, or access instructions needed to complete the work safely and effectively.
Technical information such as basic website or device data if you contact us electronically, where applicable.

We do not intentionally collect special category data unless it is provided incidentally and is necessary for a specific service interaction. If such data is received, it is handled with additional care and only where permitted by law.

3. How we collect data

Personal data may be collected directly from you when you make an enquiry, request a service, confirm a booking, make payment, submit feedback, or communicate with us. We may also receive information from a third party acting on your behalf, such as a landlord, letting agent, family member, or business contact. In some cases, limited data may be generated internally when we record service details, manage appointments, or document completed work.

4. Why we use your data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To carry out cleaning services and related customer support.
To communicate about appointments, changes, complaints, or follow-up matters.
To process payments, maintain accounts, and keep financial records.
To improve service quality, customer experience, and business operations.
To meet legal, regulatory, tax, and insurance obligations.
To maintain security, prevent fraud, and protect our business and customers.

We only use your data for purposes that are compatible with the reasons it was collected, unless we are required or permitted by law to use it differently.

5. Lawful basis for processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the activity, the lawful basis may be one or more of the following:

Contract – where processing is necessary to provide a quote, accept a booking, perform cleaning services, or take steps at your request before entering into a contract.
Legal obligation – where we must keep records for tax, accounting, insurance, or other legal compliance purposes.
Legitimate interests – where processing is necessary for our legitimate business interests, such as managing customer relationships, improving services, or protecting our business, provided your rights and freedoms do not override those interests.
Consent – where we rely on your clear permission for a specific activity, such as certain optional communications. You may withdraw consent at any time where consent is the basis for processing.

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

6. Retention of personal data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and record-keeping obligations. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records are generally retained for a period necessary to manage service history, resolve disputes, and support continuity of service.
Payment and invoicing records are retained for the period required by applicable tax and accounting laws.
Correspondence and complaints records may be kept for as long as needed to handle the matter and defend against legal claims.
Technical or operational logs are retained only for a limited time unless needed for security or legal reasons.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data processors and sharing

We may share personal data with carefully selected third-party service providers who act as processors on our behalf. These processors are only allowed to use your data according to our instructions and for the purposes we specify. Examples may include:

Payment processing providers.
Booking, scheduling, or administrative software providers.
IT support and data storage providers.
Professional advisers such as accountants, insurers, or legal advisers.

We may also disclose personal data if required by law, court order, or regulatory authority, or where necessary to establish, exercise, or defend legal claims. We do not sell personal data.

Where a processor handles personal data on our behalf, we take steps to ensure appropriate security, confidentiality, and contractual safeguards are in place.

8. Data security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, disclosure, or alteration. These measures may include access controls, secure storage, limited staff access, and careful handling of paper and electronic records. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected data breach.

9. 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 legal basis for processing:

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 information.
Right to erasure – you may ask us to delete 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, where applicable.
Right to data portability – you may request certain data in a structured, commonly used format 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 one of these rights, we may need to verify your identity before responding. Some rights are subject to legal exceptions, and not all requests can be granted in every case.

10. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a household service request and provided by an adult customer or authorised representative. If we become aware that we have collected personal data inappropriately, we will take appropriate steps to remove it.

11. International transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with data protection law. Such safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. 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 data is used.

By using Carpetcleaning BR1 services in the BR1 area, you acknowledge that you have read and understood this Privacy Policy and that it applies to all Carpetcleaning BR1 customers in the area.