Privacy Policy - Carpet Cleaners N19

This Privacy Policy explains how Carpet Cleaners N19 collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Carpet Cleaners N19 customers in the area, including anyone who requests, receives, or enquires about our cleaning services. We are committed to handling personal information 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 we are and the purpose of this policy

Carpet Cleaners N19 acts as the data controller for the personal data we process when providing cleaning services and managing customer relationships. This policy sets out what information we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and the rights individuals have over their personal data.

We only process personal data when necessary to deliver services, manage accounts, maintain records, improve service quality, meet legal obligations, or protect our legitimate business interests. We aim to keep our data handling clear, limited, and relevant to the services requested.

2. Data we collect

We may collect and process the following categories of personal data:

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as booking details, property access notes, cleaning preferences, and instructions relevant to the job.
Billing and payment information where needed to manage invoicing, payments, and account records.
Communication records including emails, messages, and notes from calls or service requests.
Technical data such as basic website usage data if you interact with digital services, including IP address and browser type, where applicable.
Complaint or feedback information if you raise a concern, leave feedback, or request follow-up support.

We do not seek to collect special category data unless it is strictly necessary and you have provided it intentionally, for example if you share information that affects access arrangements or service delivery. Where this happens, we will treat it with extra care and only process it when a valid legal condition applies.

3. How we use your data

We use personal data for the following purposes:

to provide and manage carpet cleaning services;
to arrange bookings, confirm appointments, and manage service delivery;
to respond to enquiries and customer requests;
to issue invoices, process payments, and keep financial records;
to handle complaints, disputes, and service follow-up;
to maintain internal records and improve our operations;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business from fraud, misuse, or unlawful activity.

We will only use your personal information for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible purpose or a legal obligation requires otherwise.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis to process personal data. Carpet Cleaners N19 relies on the following grounds:

a) Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, handling payments, and managing service-related communication.

b) Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer records, improving service quality, preventing fraud, and resolving disputes. We always consider whether the impact on your privacy is proportionate.

c) Legal obligation

We may process data where required to comply with legal or regulatory obligations, including accounting, tax, insurance, or record-keeping duties.

d) Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain non-essential communications or where consent is needed for specific processing. When consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate or where the processing is required to deliver the service you requested.

5. Sharing and processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. We only share data where necessary and under appropriate safeguards.

Examples of processors may include:

booking and scheduling providers;
payment and invoicing service providers;
IT and cloud storage providers;
customer communications platforms;
accounting and bookkeeping services;
professional advisers such as lawyers, insurers, or auditors where needed.

All processors are required to handle personal data securely, process it only on our instructions, and comply with data protection law. We do not sell personal data. We may also disclose information where required by law, to prevent fraud, or to protect the rights, property, or safety of Carpet Cleaners N19, our customers, or others.

6. Data retention

We keep personal data only for as long as necessary for the purposes described in this policy. Retention periods depend on the type of data, the reason it was collected, and any legal or regulatory requirements.

Customer and service records are typically kept for the duration of the customer relationship and for a reasonable period afterwards for administrative, legal, or accounting purposes.
Financial and tax records are retained for the period required by law.
Communication and complaint records may be retained long enough to resolve issues, defend legal claims, or improve service processes.
Technical or usage data is kept only as long as needed for operational and security purposes.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep data indefinitely.

7. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure systems, staff confidentiality obligations, and careful vetting of processors.

Although no system can be guaranteed to be completely secure, we take reasonable steps to reduce risks and to respond promptly if a data incident occurs.

8. Your rights under GDPR

Individuals whose data we process have a number of rights under data protection law. Subject to legal limits, these 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 situations.
Right to data portability – to receive certain data 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, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has not been handled properly. We encourage you to raise concerns with us first so we can try to resolve the issue quickly and fairly.

9. Children’s data

Our services are intended for adult customers and property-related service users. We do not knowingly collect personal data from children unless it is necessary in a limited and incidental way for service access or property management. If we become aware that we have collected data improperly, we will take steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service operations. Any updates will apply from the date they take effect. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of our privacy commitments

Carpet Cleaners N19 is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide and support our services, use it for defined purposes, protect it through appropriate safeguards, and keep it only as long as necessary. We also respect your rights and aim to ensure that every customer in the area can use our services with confidence and trust.