Privacy Policy

Carpet Cleaners West Hampstead Privacy Policy

This Privacy Policy explains how Carpet Cleaners West Hampstead collects, uses, stores, and protects personal data relating to customers and potential customers in the West Hampstead area. It also sets out the rights you have under the UK General Data Protection Regulation and related data protection laws. By engaging our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Carpet Cleaners West Hampstead customers and prospective customers in the West Hampstead area, including people who contact us for quotations, make bookings, visit our website, or otherwise interact with us in relation to our carpet and upholstery cleaning services.

Who we are and our role as data controller

Carpet Cleaners West Hampstead is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal data we collect

We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking, use our services, or interact with us:

Identification and contact details such as your name, home or business address, service address, billing address, and other contact details required to deliver our services.

Communication details including information you provide when you contact us by phone, online forms, messaging platforms, or in writing, such as enquiries, feedback, and any complaints.

Service information such as details about the property and areas to be cleaned, type and condition of carpets and upholstery, access instructions, preferred appointment times, and records of previous services provided.

Billing and payment information to the extent necessary to process your payments and manage invoices. Payments may be processed by third party payment processors, and we do not retain full card details when this is the case.

Technical information such as basic device, browser, and usage information when you visit our website, to the extent that this is necessary for security, analytics, or to improve our services. Where cookies or similar technologies are used for non-essential purposes, we will seek your consent in line with applicable law.

How and why we use your personal data

We use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, providing quotes, scheduling and delivering cleaning services, and managing customer accounts.

To communicate with you about your bookings, service updates, rescheduling, and customer support, as well as to respond to any queries or complaints you may have.

To manage billing and payments, including issuing invoices, processing payments through secure payment processors, and managing any refunds or disputes.

To improve and develop our services, including internal record keeping, quality control, training, and assessing customer satisfaction.

To comply with legal obligations, such as accounting, tax, and record keeping requirements, and to cooperate with regulators or law enforcement authorities where required.

To protect our business interests, including enforcing contractual rights, preventing fraud, and maintaining the security of our systems and premises.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: Where processing is necessary to enter into or perform a contract with you, for example, when you book a cleaning service or request a quote.

Legitimate interests: Where processing is necessary for our legitimate business interests, such as improving our services, managing our operations, and protecting our rights, provided that these interests are not overridden by your rights and interests.

Legal obligation: Where we need to process your data to comply with legal and regulatory obligations, such as tax and accounting requirements.

Consent: Where you have given your explicit consent for a particular purpose, for example, certain types of marketing communication or the use of non-essential cookies. When processing is based on consent, you can withdraw your consent at any time.

Data sharing and data processors

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:

Payment processing providers that handle payments and refunds in a secure manner.

IT and hosting providers that support our website, booking systems, and data storage.

Customer management and communication tools that help us manage appointments and customer enquiries.

Professional advisers such as accountants or legal advisers where necessary for business, legal, or compliance reasons.

We require all data processors to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws. We do not sell your personal data to third parties. We may also disclose personal data where required by law, court order, or at the request of a regulatory or law enforcement body.

International transfers of personal data

In some cases, the service providers we use may be located outside the United Kingdom or the European Economic Area. Where this occurs, and where the destination country does not have an adequacy decision from the relevant authorities, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to ensure that your personal data remains protected.

Data retention and storage

We retain your personal data only for as long as necessary for the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements.

In general:

Customer and service records are kept for the duration of your relationship with us and for a reasonable period afterwards to respond to queries, manage any claims, and maintain accurate records.

Financial and transaction records are kept for the period required by tax and accounting laws.

Communication records are retained for a period that allows us to manage customer service, resolve issues, and maintain proper business records.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with you.

Security of your personal data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include restricted access to personal data, secure storage, and the use of reputable service providers. While we strive to protect your personal data, no transmission or storage system can be guaranteed as completely secure.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:

Right of access: You can request a copy of the personal data we hold about you and information about how we process it.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to erasure: You can request that we delete your personal data where there is no longer a valid reason for us to keep it, or where you have successfully exercised your right to object.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, and we will stop processing unless we have compelling legitimate grounds to continue.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a structured, commonly used, machine readable format or transfer it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent for specific processing activities, you can withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can address your concerns.

Children and vulnerable individuals

Our services are aimed at adults responsible for managing household or business premises. We do not knowingly collect personal data from children without appropriate consent and supervision. If you believe that a child has provided us with personal data without appropriate permissions, please contact us so that we can remove such information where appropriate.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The updated version will be made available through our usual communication channels, and the date of the latest revision will be indicated. We encourage you to review this Privacy Policy regularly to stay informed about how we protect your personal data.

How to contact us about privacy

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Carpet Cleaners West Hampstead using the contact details provided on our website or through our usual customer communication channels. We will respond to your enquiry as promptly as reasonably possible.