Privacy Policy - Carpetcleaning Knightsbridge

Carpetcleaning Knightsbridge is committed to protecting the privacy and personal data of all customers in the Knightsbridge area. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Carpetcleaning Knightsbridge customers in the area, including individuals who request quotes, schedule services, make enquiries, or receive carpet and upholstery cleaning services.

1. Who We Are

For the purposes of data protection law, Carpetcleaning Knightsbridge acts as the data controller in relation to personal data collected from customers and prospective customers. This means we determine the purposes and means of processing your personal data when you use our services or communicate with us about them.

2. Personal Data We Collect

We only collect personal data that is relevant, adequate, and limited to what is necessary for the services we provide. The types of data we may collect include:

Identity data such as your name or title.
Contact data such as your address, email address, and telephone number.
Service information such as property details, cleaning requirements, preferred appointment times, and service history.
Billing and payment information where required for processing transactions or issuing invoices.
Communication data such as messages, correspondence, and notes relating to your enquiry or booking.
Technical data may be collected if you interact with our digital systems, such as device information or basic usage information, where applicable.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific reason, such as where health considerations affect access arrangements. If such data is provided, it will only be processed where a lawful basis exists and additional safeguards are applied.

3. How We Collect Data

We may collect personal data directly from you when you:

Request a quote or service.
Submit an enquiry or booking request.
Provide information during service delivery.
Communicate with us by phone, email, or other methods.
Provide feedback or make a complaint.

We may also receive data from third parties where necessary for service delivery, such as payment processors, subcontracted service providers, or referral partners, but only where such disclosure is lawful and appropriate.

4. Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under GDPR. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging appointments, delivering carpet cleaning services, managing bookings, and handling payments.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, maintaining records, improving service quality, fraud prevention, and responding to customer queries.

Consent

Where we rely on your consent, for example for certain optional communications or uses not covered by another lawful basis, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

5. How We Use Your Data

We use your personal data for the following purposes:

To provide carpet cleaning and related services.
To manage bookings, appointments, and customer records.
To communicate with you about your enquiry, service, or feedback.
To process payments and issue invoices or receipts.
To maintain internal records and service quality standards.
To comply with legal, tax, and regulatory obligations.
To resolve disputes, protect our rights, and prevent misuse of our services.

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we have a lawful basis to do otherwise.

6. Data Sharing and Processors

We may share your personal data with trusted third parties, known under GDPR as processors, who act on our behalf and only under our instructions. These may include:

Payment processors who handle card or online payments securely.
IT and hosting providers who support data storage, software, or communications systems.
Administrative service providers who assist with scheduling, invoicing, or record management.
Subcontracted cleaning professionals where required to fulfil a booking or complete a service.
Professional advisers such as accountants, legal advisers, or insurers where necessary.

We require all processors to handle personal data securely, confidentially, and in compliance with data protection law. We do not sell your personal data.

We may also disclose personal data where required by law, court order, or lawful request from public authorities.

7. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms to protect your information.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of record and the reason for processing.

As a general approach:

Customer service and booking records are retained for a period necessary to manage the relationship and follow-up requirements.
Financial records are retained for the period required by tax and accounting law.
Correspondence and complaint records are retained for a reasonable time to support quality assurance and dispute resolution.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party access. While we take data security seriously, no system can be guaranteed to be completely secure.

10. Your Rights Under GDPR

As a data subject, you have important rights in relation to your personal data. Subject to legal limits and exemptions, you may have the right to:

Access your personal data and obtain a copy of it.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in specific situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for data you have provided to us, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns about how your personal data is handled. If you believe your rights have been infringed, you may contact the relevant supervisory authority.

11. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects. If this position changes, we will update this Privacy Policy and provide any required information about your rights.

12. Children’s Data

Our services are intended for adults and property occupiers or authorised representatives arranging cleaning services. We do not knowingly collect personal data from children unless it is incidentally provided in a lawful context and necessary for service delivery. If we become aware that data has been collected without a valid basis, we will take steps to delete it where appropriate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data protection practices. Any updates will take effect when published in the revised form. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

14. Summary of Key Points

Carpetcleaning Knightsbridge collects only the personal data needed to provide and manage its services. We process data under lawful bases such as contract, legal obligation, legitimate interests, and consent. We share data only with trusted processors or where legally required, retain it only as long as necessary, and apply appropriate security measures. All customers in the Knightsbridge area are covered by this policy and may exercise their GDPR rights in relation to their personal data.

This policy is intended to provide clear and transparent information about our data practices. By using our services, you acknowledge that you have read and understood this Privacy Policy.