Privacy Policy - Carpet Cleaners Dulwich

This Privacy Policy explains how Carpet Cleaners Dulwich collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners Dulwich customers in the area, including people who request quotes, book services, make enquiries, or receive cleaning services from us. We are committed to handling personal data in a lawful, fair, transparent, and secure way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners Dulwich provides carpet and related cleaning services to domestic and commercial customers in Dulwich and surrounding local areas. In this Privacy Policy, “we,” “us,” and “our” refer to Carpet Cleaners Dulwich as the data controller for the personal data described below.

2. Information We Collect

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

Identity details such as your name and, where relevant, business name.
Contact details such as your phone number, email address, and service address.
Service information including the type of cleaning requested, preferred dates, property details, and special instructions.
Payment-related details such as payment confirmation or transaction records, where applicable.
Communication records such as enquiries, complaints, feedback, and service notes.
Technical and usage data if you interact with our digital systems, including basic device or browser information, where needed for security or service improvement.

We do not intentionally collect more data than is needed for the stated purposes. Where we receive information that is not required, we will handle it appropriately and securely.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver cleaning services.
To communicate about appointments, access arrangements, and service updates.
To process payments, issue records, and maintain financial accuracy.
To respond to enquiries, feedback, and complaints.
To improve our services, quality standards, and customer experience.
To maintain security, prevent fraud, and protect our business and customers.
To meet legal, tax, insurance, and accounting obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and the law allows it.

4. Lawful Basis for Processing

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

Performance of a Contract

We process data when it is necessary to provide a quote, manage a booking, perform cleaning services, or take steps at your request before entering into a contract.

Legal Obligation

We may process certain data to comply with legal duties, such as tax, accounting, record-keeping, or other regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. This may include managing customer relationships, maintaining service quality, securing our operations, and handling business administration.

Consent

Where required by law, we may rely on your consent. If we do so, you have the right to withdraw consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. We only share what is necessary and only where there is a lawful basis for doing so. Processors may include:

Payment providers who help process card or transfer payments.
Booking and administration systems used to manage appointments, records, and customer communications.
IT and cloud service providers who host data, support systems, or provide security services.
Professional advisers such as accountants, insurers, or legal advisers where needed for compliance or business support.
Subcontractors or staff members involved in service delivery, where access is necessary to complete the work.

All processors are expected to handle personal data securely, to act only on our instructions where applicable, and to use appropriate technical and organisational safeguards. We do not sell personal data.

6. International Transfers

Where any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We take steps to ensure your data remains protected to a standard consistent with UK data protection law.

7. Data Retention

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

Customer and service records may be retained for a reasonable period after the service is completed.
Financial and tax records are generally kept for the period required by law.
Enquiry records may be kept for a shorter period where no service is booked.
Complaints or dispute-related records may be retained until the matter is fully resolved and any related legal periods expire.

When 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 the security of personal data seriously. We use appropriate technical and organisational measures to help prevent unauthorised access, loss, misuse, or alteration of information. These measures may include access controls, secure storage, staff awareness, and limiting access to those who need the information for legitimate business purposes. While no system can be guaranteed completely secure, we work to protect personal data to a high standard.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply depending on the circumstances and the basis on which we process your information:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit the processing of your data in certain cases.
Right to data portability – you can request a copy of certain data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where consent is the lawful basis, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond in line with applicable law. In some cases, we may need to verify your identity before actioning a request.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is unavoidably provided as part of a service arrangement by an adult customer. If we become aware that we have collected information from a child inappropriately, we will take reasonable steps to delete it.

11. Cookies and Similar Technologies

If we use websites or digital tools that rely on cookies or similar technologies, these may be used for essential functionality, security, and performance improvement. Where consent is required, you will be informed and given appropriate choices. Any such processing will be kept minimal and relevant to the service provided.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated 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 we protect personal information.

13. Summary of Our Commitment

Carpet Cleaners Dulwich is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to provide our services, rely on lawful bases under UK GDPR, retain data for no longer than necessary, and work with trusted processors under appropriate safeguards. We respect your rights and aim to handle all personal data in a way that is fair, lawful, and proportionate.

This Privacy Policy applies to all Carpet Cleaners Dulwich customers in the area.