Privacy Policy - Carpetcleaning Nottinghill

This Privacy Policy explains how Carpetcleaning Nottinghill collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Notting Hill area. It applies to all Carpetcleaning Nottinghill customers in area, including private households, landlords, tenants, letting agents, and business clients who use our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpetcleaning Nottinghill is a service provider offering professional carpet cleaning and related cleaning services. In this Policy, we, us, and our refer to Carpetcleaning Nottinghill as the data controller for the personal data we collect and use in connection with our services.

We take privacy seriously and aim to collect only the information necessary to deliver our services, manage our relationship with customers, meet legal obligations, and improve the quality of our operations.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us and the services you request. The categories of data may include:

• Identity details such as your name and title.
• Contact details such as your address, email address, and telephone number.
• Service information including booking details, property access instructions, cleaning preferences, and service history.
• Payment information such as payment status, transaction references, and billing records. We do not retain card details unless it is necessary for a specific payment arrangement handled securely.
• Communication records including emails, messages, complaints, feedback, and notes from phone calls.
• Technical data where applicable, such as basic device and usage information if you interact with digital booking systems.
• Legal and compliance information where needed for invoices, tax, fraud prevention, or dispute handling.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for a specific reason, such as informing us of a health issue relevant to access or safety. Where such data is provided, we process it with additional care and only when a lawful basis applies.

3. How We Collect Data

We collect personal data directly from you when you:

• request a quote or make a booking;
• communicate with us by phone, email, or other channels;
• provide instructions for access or service delivery;
• submit feedback or make a complaint;
• make a payment or request an invoice;
• interact with our service administration processes.

We may also receive information from third parties where this is necessary for service delivery, such as landlords, letting agents, property managers, or payment processors. In such cases, we will only use the data for the relevant purpose and in line with this Policy.

4. Why We Use Your Data

We use personal data for the following purposes:

• to provide carpet cleaning and related services;
• to arrange appointments and manage schedules;
• to communicate with you about bookings, service updates, or issues;
• to process payments and issue invoices;
• to maintain records of services delivered;
• to respond to enquiries, complaints, and requests;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect against fraud, misuse, or unlawful activity;
• to improve our services and customer experience.

We only use your data for the purposes stated above or for closely related compatible purposes.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each activity involving personal data. Depending on the circumstances, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, handling payments, and managing customer accounts or service requests.

Legal Obligation

We may process data where we are required to do so by law, such as keeping accounting records, meeting tax obligations, or responding to lawful requests from public authorities.

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 customer relationships, preventing fraud, improving service quality, and retaining appropriate business records. We balance our interests against your privacy rights before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example where you provide optional information or agree to receive certain non-essential communications. Where consent is used, you may withdraw it at any time.

6. Sharing Your Data and Processors

We do not sell your personal data. However, we may share data with trusted third parties who help us provide our services. These third parties act as processors or, in some cases, independent controllers. We ensure that any sharing is limited to what is necessary and covered by appropriate safeguards.

Examples of processors may include:

• payment service providers who handle card or electronic payments securely;
• IT and cloud service providers who support our record-keeping, storage, and communication systems;
• accounting or bookkeeping providers who assist with financial administration;
• customer management or scheduling tools used to organise bookings and service delivery;
• professional advisers such as accountants, legal advisers, or insurers where necessary.

Where a third party acts as a processor, they are only permitted to process your data on our instructions and must keep it secure and confidential. We require appropriate data processing terms to be in place.

We may also disclose personal data if required by law, court order, or regulatory obligation, or where necessary to establish, exercise, or defend legal claims.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for the purposes of satisfying legal, accounting, tax, and reporting requirements.

Retention periods may vary depending on the type of information and the purpose of processing. In general:

• booking and service records are retained for a reasonable period to manage customer relationships and handle queries;
• invoice and accounting records are retained for the period required by law;
• complaints or dispute records are retained for as long as needed to resolve the matter and support legal compliance;
• communications that are not required for business or legal reasons are deleted or anonymised when 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.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Subject to legal conditions and exemptions, these rights may include:

• the right to be informed about how your data is used;
• the right of access to request a copy of the data we hold about you;
• the right to rectification to correct inaccurate or incomplete information;
• the right to erasure in certain circumstances, also known as the right to be forgotten;
• the right to restriction of processing in certain situations;
• the right to object to processing based on legitimate interests or direct marketing;
• the right to data portability where processing is based on consent or contract and carried out by automated means;
• the right to withdraw consent where we rely on your consent;
• rights relating to automated decision-making, where applicable.

If you wish to exercise any of these rights, you may make a request to us using the usual communication channels provided for our services. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

You also have the right to raise concerns with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can try to resolve your concern directly.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure systems, confidentiality obligations, and careful management of records.

Although we work hard to protect personal information, no system can be guaranteed completely secure. If a personal data breach occurs and is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant supervisory authority and affected individuals where appropriate.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with applicable data protection law. Such safeguards may include adequacy regulations or standard contractual clauses, depending on the destination and service provider involved.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically to stay informed about how their data is handled.

12. Summary of Our Commitment

We aim to process personal data lawfully, fairly, and transparently, and only for clear business and legal purposes. We collect only the information needed to deliver our services efficiently, use suitable processors with proper safeguards, and respect your rights under data protection law. This Policy applies to all Carpetcleaning Nottinghill customers in area and is intended to provide a clear and practical explanation of how we handle personal information.

Privacy matters to us. We are committed to treating customer data with care, limiting access to those who need it, and retaining records only for as long as necessary.