Privacy Policy - Carpet Cleaners Pimlico

This Privacy Policy explains how Carpet Cleaners Pimlico collects, uses, stores, and protects personal data when providing cleaning services to customers in the Pimlico area. It applies to all Carpet Cleaners Pimlico customers in area, including residential and commercial clients, prospective customers, and anyone who interacts with us in connection with our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners Pimlico provides carpet cleaning and related cleaning services to customers in and around Pimlico. In this policy, references to we, us, and our mean Carpet Cleaners Pimlico. We act as the data controller for the personal information we collect and use in relation to our services. This means we decide how and why personal data is processed.

We only collect information that is relevant and necessary for delivering our services, managing our business, maintaining records, and meeting legal obligations. We do not collect more data than we need.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us. The data we collect may include:

Identity details such as your name;
Contact details such as telephone number, email address, and service address;
Booking details such as appointment times, service preferences, and notes about your cleaning requirements;
Payment-related information such as billing records and transaction confirmations;
Communication records such as messages, enquiries, complaints, and service feedback;
Technical data such as basic website or device information if you contact us through digital channels;
Service history such as past jobs, requested treatments, and customer preferences;
Access or property information where needed to carry out the cleaning service safely and effectively.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, for example if you share information relevant to access needs or health and safety considerations. When such information is received, we treat it with extra care and only process it where permitted by law.

3. How We Collect Data

We collect personal data directly from you when you request a quote, make a booking, complete a service enquiry, communicate with us, or provide feedback. We may also collect data when you enter into a service agreement, make a payment, or allow us to carry out cleaning at your property or business premises.

In some cases, information may be provided by third parties, such as a landlord, letting agent, property manager, or a person acting on your behalf, but only where this is appropriate and lawful. If someone provides your details for a booking, we will use that information only for the purpose of delivering the requested service.

4. How We Use Your Personal Data

We use personal data to provide and manage our services. This may include:

handling enquiries and preparing quotes;
confirming, rescheduling, or cancelling appointments;
delivering carpet cleaning and related services;
processing payments and maintaining accounts;
responding to complaints, questions, and follow-up requests;
keeping service records for operational and administrative purposes;
complying with legal, tax, accounting, and insurance obligations;
improving our services and customer experience;
protecting our business, staff, customers, and property.

We may also use data to communicate important service updates, such as scheduling changes or information needed to complete a job. We will not use your data for unrelated purposes without a lawful basis.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the activity, we may rely on the following bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes making bookings, providing cleaning services, managing invoices, and handling service-related communications.

Legal Obligation

We may process your data where required to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory 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 can include managing our operations, improving services, maintaining records, preventing fraud, and defending legal claims. We always consider whether our interests are balanced and proportionate.

Consent

In limited situations, we may rely on your consent, for example where it is required for certain optional communications or the processing of information that is not otherwise covered by another lawful basis. If we rely on consent, you may withdraw it at any time.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to keep it secure and confidential. Typical processors may include:

payment service providers;
accounting or bookkeeping services;
customer management or booking systems;
IT support and data storage providers;
email or communication service providers;
professional advisers such as accountants or insurers;
subcontractors or technicians where necessary to complete a service request.

We may also disclose personal data where required by law, court order, regulatory authority, or to protect our rights, customers, staff, or the public. We do not sell your personal data.

Where processors are used, we take reasonable steps to ensure that appropriate contractual protections and security measures are in place. This includes requiring processors to process data only on our instructions and to apply suitable technical and organisational safeguards.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the nature of the data and the service provided.

In general:

booking and service records are retained for a reasonable period after the service is completed;
financial and tax records are kept for the period required by law;
correspondence and complaint records are kept as long as needed to manage the matter and any related legal obligations;
unused enquiry data may be deleted once it is no longer needed for follow-up or record-keeping.

When data is no longer needed, we will securely delete, anonymise, or destroy it. Retention is determined by legal necessity and operational need, not by convenience.

8. Data Security

We take appropriate measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our handling practices. While no system can be guaranteed to be completely secure, we work to reduce risks and maintain a responsible approach to data protection.

9. Your Rights

As a data subject, you have rights under data protection law. These rights may be subject to conditions and exceptions, but generally include the following:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in some situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain data in a structured, commonly used format;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Right to complain – to raise concerns with the relevant data protection authority.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to handle requests in a timely and respectful manner. You will not normally be charged for making a rights request unless it is clearly excessive or unfounded.

10. International Transfers

Where personal data is transferred outside the UK, we ensure that suitable safeguards are in place, such as approved contractual protections or equivalent legal mechanisms. We only transfer data internationally where necessary and where adequate protection can be maintained.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children for independent use. If a service location includes household information relating to a child, we process only what is necessary to provide the service safely and appropriately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Summary of Our Commitment

Carpet Cleaners Pimlico is committed to privacy, fairness, and transparency. We collect only the data needed to provide services, use it for clear and lawful purposes, retain it only as long as necessary, and work with processors who meet appropriate standards of security and confidentiality. We respect your rights and aim to handle all personal data responsibly for every customer in the Pimlico area.