Privacy Policy - Carpetcleaning Battersea

This Privacy Policy explains how Carpetcleaning Battersea collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Carpetcleaning Battersea customers in the area, including prospective, current, and former customers, as well as anyone who contacts us about our services. We are committed to processing 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.

1. Who We Are

Carpetcleaning Battersea operates as a local service provider offering carpet cleaning, stain removal, deodorising, upholstery cleaning, and related household or commercial cleaning services. For the purposes of data protection law, Carpetcleaning Battersea is the data controller for the personal data we collect and use in connection with our services.

2. Personal Data We Collect

We collect only the information needed to deliver our services effectively, manage customer relationships, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity data such as your name, title, and any details you provide when booking a service.
Contact data such as your address, email address, and telephone number.
Service data such as property access information, service preferences, cleaning instructions, carpet type, stain details, and appointment history.
Payment data such as payment status, transaction references, and limited billing details. We do not intentionally store full card details unless required by a secure payment provider.
Communication data such as correspondence, complaints, feedback, and records of messages exchanged with us.
Technical data where relevant, such as basic device or usage information if you interact with our digital systems.

We do not seek to collect more information than necessary. If you choose not to provide certain data, we may be unable to offer some services or respond fully to your request.

3. How We Collect Personal Data

We collect personal data in several ways:

Directly from you when you make a booking, request a quotation, ask a question, or provide instructions.
During service delivery when we note relevant details needed to complete the cleaning service safely and effectively.
From third parties where a landlord, letting agent, business client, family member, or another authorised person arranges services on your behalf.
Automatically where technical systems collect limited usage information for security and operational purposes.

4. Purposes and Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Carpetcleaning Battersea processes personal data for the following purposes and lawful bases:

Service provision and customer management

We use your data to arrange appointments, deliver cleaning services, manage customer records, and communicate about the service. The lawful basis is usually contract, because processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.

Business administration and record keeping

We process data for invoicing, payment handling, scheduling, quality control, and internal administration. The lawful basis is generally contract and legitimate interests, as we have a legitimate business interest in running our operations efficiently and maintaining accurate records.

Legal and regulatory compliance

We may process personal data to comply with tax, accounting, consumer protection, or other legal obligations. The lawful basis is legal obligation.

Customer support and dispute handling

We may retain and review communications to respond to complaints, resolve service issues, and manage claims. The lawful basis is usually legitimate interests and, where relevant, contract.

Marketing communications

If we send optional promotional updates or service offers, we will do so only where permitted by law. The lawful basis may be consent or legitimate interests, depending on the type of communication and the rules that apply. You can object to direct marketing at any time.

5. Sharing Your Personal Data

We only share personal data when necessary and with appropriate safeguards. We may share data with:

Service providers and processors who help us operate our business, such as booking systems, payment processors, IT support, secure storage providers, and communications platforms.
Professional advisers such as accountants, insurers, or legal advisers where needed for business or compliance purposes.
Authorities or regulators where disclosure is required by law or necessary to protect our rights, customers, or the public.

Where we use third-party processors, they are required to process personal data only on our instructions, use appropriate security measures, and comply with applicable data protection law.

6. Processors We May Use

Carpetcleaning Battersea may use trusted processors to support our services. These may include:

Appointment and scheduling software providers
Payment service providers
Email, messaging, or customer communication services
Cloud storage and document management providers
IT maintenance and cybersecurity support providers

We aim to ensure that any processor we use offers adequate safeguards for personal data and only processes information for agreed purposes. We do not sell your personal data.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and service records are kept for a reasonable period to manage repeat services, complaints, and business records.
Invoicing and accounting records are kept for the period required by tax and accounting laws.
Communication records may be kept for as long as needed to resolve disputes or maintain service history.
Marketing preferences are kept until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality practices, and limited access to data on a need-to-know basis.

However, no system can be guaranteed completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with our legal obligations.

9. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will ensure that suitable safeguards are in place, such as an adequacy decision or appropriate contractual protections, in accordance with applicable law.

10. Your Rights Under UK GDPR

You have a number of rights regarding your personal data. Subject to legal limits, you may have the right to:

Access a copy of the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or for direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where processing relies on consent.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or your rights have not been respected. We encourage you to raise concerns directly with us first so we can try to resolve them promptly.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer and limited to what is required for that purpose.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitment

Carpetcleaning Battersea respects your privacy and processes personal data only when it is necessary, lawful, and proportionate. We use information to deliver reliable cleaning services, manage our business responsibly, and comply with the law. We limit access to personal data, work with trusted processors, and keep records only for as long as needed. Most importantly, we recognise your rights and aim to handle every request fairly and transparently.

This policy applies to all Carpetcleaning Battersea customers in the area.