Privacy Policy - Carpet Cleaning Shoreditch

This Privacy Policy explains how Carpet Cleaning Shoreditch collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaning Shoreditch customers in the area, including individuals who request quotations, make bookings, receive cleaning services, or communicate with us in relation to our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is necessary for providing cleaning services, managing customer relationships, maintaining records, and meeting legal or contractual obligations.

1. Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any information you provide when making an enquiry or booking.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: appointment history, service preferences, property access notes, cleaning instructions, and records of work carried out.
Payment data: billing details, payment status, and transaction records. We do not store full card details unless a secure payment provider is used and permits it.
Communication data: messages, complaints, feedback, and any correspondence relating to your booking or service.
Technical data: limited device and usage information if you contact us through digital channels, such as IP address or browser type where relevant for security and service improvement.

We do not intentionally collect special category data unless you choose to provide it and there is a lawful reason to process it. We ask customers to avoid sharing unnecessary sensitive information.

2. How We Use Your Data

We use personal data for the following purposes:

to provide carpet cleaning and related services;
to manage bookings, scheduling, and service delivery;
to respond to enquiries and customer support requests;
to issue invoices, process payments, and maintain business records;
to communicate changes, service updates, or follow-up information;
to handle complaints, disputes, and service quality checks;
to comply with legal, regulatory, accounting, and insurance obligations;
to prevent fraud, protect our operations, and maintain security.

We only use your personal data for the purpose for which it was collected, unless we reasonably consider that another compatible purpose applies.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every use of personal data. Depending on the context, we rely on the following legal grounds:

Contract

We process data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes handling quotes, bookings, service delivery, and payments.

Legal obligation

Some information must be retained or processed to comply with tax, accounting, consumer protection, or other legal requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, such as managing our services, improving operations, keeping records, and protecting against misuse, provided that your rights and freedoms do not override those interests.

Consent

Where required, we rely on your consent, for example for certain marketing communications or optional processing. You can withdraw consent at any time, and this will not affect the lawfulness of processing before withdrawal.

4. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this policy. Retention periods depend on the type of data and the reason it was collected.

Customer service records: kept for a reasonable period after the service is completed to deal with follow-up queries, complaints, or warranty-related matters.
Financial and tax records: retained for the period required by law.
Communication records: kept only as long as needed to manage the enquiry or resolve the issue.
Marketing data: retained until you opt out or withdraw consent.

When personal data is no longer required, it is securely deleted, anonymised, or archived in line with our retention practices.

5. Sharing Data and Processors

We may share personal data with trusted third parties who help us run our business. These third parties act as processors when they process data on our behalf and under our instructions.

Examples of processors may include:

Payment processors: to handle secure transactions.
Booking and administrative systems: to organise appointments and service records.
IT and cloud service providers: to store and secure data.
Accounting or bookkeeping providers: to manage invoices and financial records.
Customer communication tools: to send service-related messages or respond to enquiries.

We require processors to handle data securely, keep it confidential, and use it only for the agreed purpose. We do not sell personal data. Where data must be shared with legal authorities, insurers, or professional advisers, we do so only when necessary and lawful.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

Although we take reasonable steps to safeguard information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information needed to arrange and deliver services.

7. Your Rights

Depending on the circumstances and applicable law, you have the following rights over your personal data:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your data where there is no valid reason to keep it.
Right to restriction: ask us to limit processing in certain situations.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to data portability: receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: withdraw consent where processing is based on consent.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been mishandled. We encourage customers to raise concerns directly so we can address them promptly.

8. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place so that personal data remains protected to the standard required by law.

9. Children’s Data

Our services are intended for adult customers and property-related service arrangements. We do not knowingly collect personal data from children unless it is necessary and legally permitted in connection with a service arrangement made by an adult.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your data.

11. Summary of Our Commitment

Carpet Cleaning Shoreditch is committed to processing personal data responsibly, securely, and only when there is a valid lawful basis. We collect the minimum amount of information necessary, keep it only for as long as needed, and use trusted processors under strict controls. Customers in the Shoreditch area can exercise their rights at any time, and we will respond in accordance with GDPR requirements.

This policy is designed to support transparency, accountability, and respect for customer privacy in all services provided by Carpet Cleaning Shoreditch.