Privacy Policy - Carpet Cleaning Belgravia

Carpet Cleaning Belgravia is committed to protecting the privacy and personal data of every customer in the Belgravia area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our carpet cleaning services. It also explains the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Carpet Cleaning Belgravia customers in the area, including residential, commercial, and one-off service users whose personal data is processed in connection with quotations, bookings, cleaning appointments, payments, and customer support.

1. Information We Collect

We only collect personal data that is necessary to provide our services, manage our business, and meet legal obligations. The information we may collect includes:

Identity data such as your name.
Contact data such as your address, phone number, and email address.
Service data such as property details, cleaning preferences, carpet type, stain information, access instructions, and appointment history.
Payment data such as billing details and transaction records. We do not store full payment card details if a secure third-party payment processor handles the transaction.
Communication data such as messages, enquiries, complaints, feedback, and records of customer support interactions.
Technical data such as limited device and usage information if you interact with our digital systems, booking tools, or online forms.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily. If such data is ever shared with us, it will be handled with extra care and only where a lawful basis exists.

2. How We Use Your Data

We use personal information to deliver a reliable and professional carpet cleaning service. In practice, this may include:

Providing quotations and confirming bookings.
Preparing for and carrying out carpet cleaning services.
Managing payments, invoices, and account records.
Responding to enquiries and customer support requests.
Handling complaints, aftercare, and follow-up communication.
Maintaining service quality, training, and internal record keeping.
Meeting legal, tax, accounting, and insurance requirements.
Preventing fraud, misuse, and unauthorised access.

We always aim to use personal data in a fair, transparent, and limited way, and only for purposes connected to our services or legal obligations.

3. Lawful Basis for Processing

Under data protection law, we must have a valid legal reason to process your personal data. Carpet Cleaning Belgravia relies on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering cleaning services, sending invoices, and managing customer accounts.

Legal Obligation

Some information must be kept or processed to comply with laws and regulations, such as tax rules, bookkeeping obligations, and insurance requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include improving services, maintaining internal records, preventing fraud, and handling customer enquiries efficiently. We always consider whether the processing is proportionate and relevant.

Consent

In limited situations, we may rely on consent, for example where it is required for optional communications or specific data uses. If we rely on consent, you can withdraw it at any time. Withdrawing consent will not affect processing already carried out lawfully before withdrawal.

4. Data Sharing and Processors

We do not sell personal data. However, we may share information with trusted third parties who help us operate our services. These third parties act as data processors or independent controllers depending on the context.

Examples of processors or service providers may include:

Booking and administration providers that help manage appointments and service records.
Payment processors that securely handle transactions.
IT and cloud storage providers that support secure data storage, email, or business systems.
Accounting or payroll providers that assist with financial record keeping.
Professional advisers such as insurers, legal advisers, or auditors where required.

Whenever we use processors, we require appropriate contractual protections and ensure they only process data on our instructions and in line with data protection law. If data is shared with any independent controller, that organisation will be responsible for its own privacy practices.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer retention period is required or permitted by law. Our retention periods depend on the type of information and the reason for holding it.

Customer and booking records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Communication records may be kept for as long as needed to resolve issues, maintain service history, or demonstrate compliance.
Technical logs are retained only as long as needed for security, troubleshooting, or operational purposes.

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

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, limited staff access, and careful selection of service providers.

While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data we process. If a personal data breach occurs, we will take appropriate steps in line with legal requirements.

7. Your Rights

As a data subject under UK GDPR, you have a number of important rights. These include:

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 - in some cases, you can ask us to delete your personal data.
Right to restriction - you can ask us to limit how we use your data in certain circumstances.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request your data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before completing your request. In some cases, legal obligations may mean we cannot fully comply, but we will always explain our decision clearly.

8. International Transfers

If any service provider processes personal data outside the UK, we will take steps to ensure an adequate level of protection. This may include using approved contractual safeguards or relying on adequacy arrangements where permitted by law.

9. Children’s Data

Our carpet cleaning services are generally intended for adults and business customers. We do not knowingly collect personal data from children unless it is required for legitimate service-related reasons and provided by an adult responsible for the arrangement.

10. 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 practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Our Commitment to Privacy

At Carpet Cleaning Belgravia, privacy is an important part of our customer care. We aim to handle personal data with care, transparency, and respect at every stage of the service relationship. Whether you are requesting a quote, booking a cleaning appointment, or communicating with our team, we will process your information only when necessary and in line with this policy.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.