Privacy Policy - Carpetcleaning Maidavale

This Privacy Policy explains how Carpetcleaning Maidavale collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Carpetcleaning Maidavale customers in the area, including prospective customers, active customers, and anyone who contacts us to enquire about our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect personal data that is necessary for providing our cleaning services, managing customer relationships, and meeting our legal and operational obligations. The types of information we may collect include:

• Identity details such as name and, where relevant, business name;
• Contact details such as phone number, email address, and service address;
• Service details including booking information, cleaning instructions, property access arrangements, and service history;
• Payment information such as billing records, payment status, and transaction references;
• Communication records including enquiries, complaints, feedback, and notes from customer interactions;
• Technical information such as basic website or device data if you contact us through online channels, where applicable;
• Special instructions relating to property conditions, stains, allergies, or safety-related matters that help us deliver the requested service.

We do not deliberately collect more information than is needed to carry out our services. In limited cases, we may receive data from third parties, such as property managers, tenants, landlords, or payment providers, where this is necessary for booking, invoicing, or service delivery.

2. How We Use Personal Data

We use personal data only for legitimate business purposes related to our services. These purposes may include:

• processing enquiries and managing bookings;
• providing carpet cleaning and related services;
• confirming appointments and service changes;
• issuing invoices and processing payments;
• responding to customer questions, complaints, or claims;
• keeping records of completed services and customer preferences;
• maintaining security, preventing fraud, and managing risk;
• meeting legal, tax, and accounting obligations.

We may also use data to improve service quality, train staff, and analyse business performance in a way that does not unfairly impact individual privacy. Where possible, we use aggregated or anonymised data for internal reporting.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the context, Carpetcleaning Maidavale may rely on one or more of the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, providing the requested cleaning service, and managing payments.

Legal Obligation

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

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving services, preventing fraud, and ensuring business continuity.

Consent

In some situations, we may ask for your consent, for example where consent is required for specific forms of communication or optional marketing. If consent is used as the lawful basis, you may withdraw it at any time. This will not affect processing carried out before the 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. Retention periods vary depending on the type of information and the legal or operational need to retain it.

• Customer and booking records are usually retained for as long as needed to provide services and manage customer relationships;
• Payment and invoice records are retained for the period required by tax and accounting law;
• Complaints, claims, and dispute records may be kept longer where needed to defend legal claims or resolve issues;
• Communication records are retained for a reasonable period to support service continuity and quality control.

When data is no longer needed, we take appropriate steps to delete, anonymise, or securely archive it. We apply a storage limitation principle, meaning we do not keep identifiable data indefinitely without a valid reason.

5. Data Processors and Third Parties

We may share personal data with trusted third parties who assist us in operating our business. These parties act as processors or independent controllers depending on the service they provide. Processors may include:

• payment service providers;
• accounting and bookkeeping providers;
• IT, hosting, and data storage providers;
• customer communication tools;
• booking or scheduling systems;
• professional advisers such as legal or insurance advisers;
• subcontractors or cleaners acting under our instructions where necessary to perform the service.

We only share the minimum information needed for the relevant purpose, and we require processors to protect personal data through appropriate technical and organisational measures. We do not permit processors to use your data for their own unrelated purposes.

In some cases, we may also disclose data where required by law, court order, regulatory request, or to protect the rights, property, or safety of our business, staff, or customers.

6. International Transfers

If any of our processors or service providers store or access personal data outside the United Kingdom, we will ensure that suitable safeguards are in place. These safeguards may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms designed to protect your information to the required standard.

7. Data Security

We take the security of personal data seriously and use reasonable measures to prevent unauthorised access, disclosure, alteration, or loss. These measures may include access controls, secure systems, password protection, and staff training. While no system can be guaranteed to be completely secure, we work to protect your data using appropriate safeguards and regularly review our practices.

8. Your Rights Under Data Protection Law

As a data subject, you have rights regarding your personal information. Subject to legal conditions and exemptions, these rights may 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 circumstances;
• Right to restriction – to ask us to limit how we use your data in certain cases;
• Right to data portability – to receive certain information in a structured, commonly used format;
• Right to object – to object to processing based on legitimate interests or direct marketing;
• Right to withdraw consent – where processing is based on consent;
• Right to complain – to raise concerns with the UK Information Commissioner’s Office if you believe your rights have been infringed.

We encourage customers to contact us first so we can try to resolve any concerns promptly and fairly. We will respond to data rights requests in accordance with applicable law.

9. Children’s Data

Our services are intended for adult customers and property-related services. We do not knowingly collect personal data from children except where it is incidental and necessary in relation to service delivery at a household address. If we become aware that we have collected children’s data without a lawful basis, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal processes. Any changes will take effect when the updated policy is made available. We encourage customers to review the policy periodically to stay informed about how we handle personal data.

11. Summary of Our Commitment

Carpetcleaning Maidavale is committed to protecting personal data and respecting privacy. We only collect what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it carefully with trusted processors when required. Our approach is grounded in transparency, accountability, and compliance with data protection law.

In short: we handle customer information responsibly, lawfully, and with care for every customer in the Maidavale area.