Privacy Policy - Carpetcleaning Catford

This Privacy Policy explains how Carpetcleaning Catford collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Catford customers in the area, including prospective customers, current customers, and anyone who makes an enquiry about our 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 this policy applies to

This policy applies to individuals who use or request carpet cleaning, upholstery cleaning, stain removal, rug cleaning, or related services provided by Carpetcleaning Catford in the local area. It also applies to individuals who communicate with us, receive quotes, or otherwise interact with us in relation to our services. By engaging with our services, you acknowledge that your personal data may be processed as described in this policy.

2. Information we collect

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

• Identity details such as your name.
• Contact details such as your address, email address, and telephone number.
• Service details such as property access notes, cleaning preferences, and service history.
• Payment and billing information where needed to process invoices or payments.
• Communication records including correspondence, enquiries, complaints, and feedback.
• Technical information if you use our digital systems, such as IP address or device-related information.
• Special instructions relevant to the service, such as fragile furnishings, allergies, or access concerns, where you choose to provide them.

We do not seek to collect unnecessary personal data. Where special category data is provided voluntarily, we process it only when required and with appropriate safeguards.

3. How we use your data

We use personal data for the following purposes:

• To provide quotes, arrange appointments, and deliver cleaning services.
• To communicate with you about bookings, service updates, and customer support.
• To issue invoices, process payments, and maintain financial records.
• To manage complaints, queries, and service-related disputes.
• To improve service quality, customer experience, and internal operations.
• To meet legal, regulatory, tax, and accounting obligations.
• To protect against fraud, misuse, or security incidents.

We will only use your personal data for the purpose for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose and such use is permitted by law.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the nature of the interaction, we may rely on one or more of the following lawful bases:

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 payment, and managing related communications.

Legal obligation

We may process personal data where required to comply with legal obligations, such as tax, accounting, fraud prevention, or record-keeping duties.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided that your rights and freedoms do not override those interests. This may include service improvement, business administration, customer service management, and internal record maintenance.

Consent

In limited circumstances, we may ask for your consent, for example where it is required by law for certain communications or optional processing activities. Where processing is based on consent, you have the right to withdraw it at any time.

We only process personal data where we have a clear and lawful reason to do so. If we rely on legitimate interests or consent, we will consider the context and ensure that your data protection rights are respected.

5. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These parties act either as data processors or independent data controllers, depending on the service provided.

Examples of processors may include:

• Payment service providers that help process transactions securely.
• IT and cloud service providers that store or support business systems.
• Accounting or bookkeeping providers that assist with financial administration.
• Customer communications tools that help manage email, scheduling, or service notifications.
• Professional advisers who support legal, tax, or compliance matters.

Where we use processors, we ensure appropriate contractual safeguards are in place. These processors are only permitted to process personal data on our instructions and must keep it secure and confidential.

We may also disclose personal data where required by law, court order, or lawful request from a public authority. If business operations are restructured, merged, or transferred, personal data may be shared as part of that process, subject to legal protections.

6. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms. We take reasonable steps to ensure that any international transfer protects your personal data to a standard consistent with UK data protection law.

7. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reasons for processing.

In general:

• Customer and service records are kept for as long as needed to provide services and handle follow-up matters.
• Financial records are kept for the period required by tax and accounting laws.
• Complaint or dispute records may be retained for a longer period where needed to defend legal claims or resolve issues.
• Marketing or consent-based records are retained until you withdraw consent or opt out, where applicable.

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

8. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. Although no system can be guaranteed to be completely secure, we take data protection seriously and continuously work to reduce risk.

9. Your rights

As a data subject, you have several rights under UK data protection law. These rights may apply in different situations and may be subject to certain legal conditions or exemptions.

• 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 data.
• Right to erasure – you can request deletion of your data in certain circumstances.
• Right to restriction – you can ask us to limit how we use your data in certain situations.
• Right to object – you can object to processing based on legitimate interests or direct marketing.
• Right to data portability – you can request transfer of certain data to you or another provider.
• Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

These rights are designed to give you control over your personal information. If you wish to exercise any of them, we will respond in accordance with legal requirements and within the applicable timeframes.

10. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary in relation to household service arrangements and only with appropriate care. If we become aware that we have collected data from a child without proper grounds, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how personal data is processed.

12. Summary of our approach

Carpetcleaning Catford is committed to handling personal data responsibly, securely, and transparently. We collect only the information needed to provide our services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, and retain data only for as long as necessary. We work with trusted processors under proper safeguards and respect the rights of every customer in the area.

By using our services, you can expect that your information will be treated with care, confidentiality, and respect for your privacy rights.