Privacy Policy - Chiswick Carpet Cleaners

Last updated: 2026

This Privacy Policy explains how Chiswick Carpet Cleaners collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Chiswick Carpet Cleaners customers in the area, including prospective customers, active customers, and anyone who contacts us to request a quote, book a service, make a complaint, or ask for support.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We take privacy seriously and only process personal information where we have a valid reason to do so.

1. Personal Data We Collect

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

• Identity data: name, title, and any account or booking reference.
• Contact data: address, email address, telephone number, and service location details.
• Service information: details about the cleaning services requested, property type, carpet condition, stain or odour descriptions, and service preferences.
• Payment data: payment confirmation, billing information, and transaction records. We do not intentionally store full card details unless required by our payment provider.
• Communication data: emails, messages, notes from calls, complaint records, and customer feedback.
• Technical data: limited information such as device type, browser type, and log data if you contact us through digital systems used for administration or security.
• Marketing preferences: whether you have opted in or out of receiving promotional communications.

We do not seek to collect more information than is necessary. If you provide special category data voluntarily, such as information that may reveal health-related or sensitive circumstances, we will only process it where there is a lawful basis and where it is relevant to the service requested.

2. How We Use Personal Data

We use personal data to:

• provide quotes and manage bookings;
• deliver carpet cleaning and related services;
• communicate with customers about appointments, service changes, or follow-up matters;
• process payments and maintain accurate records;
• respond to enquiries, complaints, and requests for support;
• protect against fraud, misuse, and security incidents;
• comply with legal, accounting, and tax obligations;
• improve our services, internal processes, and customer experience;
• send marketing messages where permitted and where you have not objected.

We only use your data for the purpose for which it was collected, unless we reasonably need to use it for a compatible purpose or a legal obligation requires otherwise.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

• Contract: when processing is necessary to provide a quote, arrange a booking, carry out cleaning services, or manage payment and service records.
• Legal obligation: when we must retain information for tax, accounting, insurance, or regulatory purposes.
• Legitimate interests: when processing is needed to run and improve our business, maintain security, prevent fraud, manage customer relationships, and handle service enquiries, provided these interests are not overridden by your rights.
• Consent: where you have given clear permission, such as for certain marketing communications or the use of optional information.

Where we rely on consent, you can withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum data needed for the relevant purpose.

Processors may include:

• payment service providers;
• booking, scheduling, and administration software providers;
• cloud storage and IT support providers;
• email, communications, and customer management tools;
• professional advisers such as accountants, insurers, or legal advisers;
• delivery or subcontracted service partners where necessary to fulfil a booking.

All processors are required to protect personal data, act only on our instructions, and use appropriate security measures. We do not sell personal data.

We may also disclose information if required by law, to enforce our rights, or to protect the safety, rights, or property of our customers, staff, or business.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to satisfy legal, accounting, tax, insurance, and dispute-resolution requirements.

Retention periods may vary depending on the type of data and the reason for processing. In general:

• Customer booking and service records: retained for a reasonable period after the service ends so we can manage follow-up queries, complaints, or warranty-type issues.
• Financial and tax records: retained for the period required by law.
• Communication records: retained long enough to deal with the matter and maintain service history where necessary.
• Marketing preferences: retained until you opt out or the information is no longer needed.

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

6. Data Security

We use appropriate technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to customer information.

Although no system is completely secure, we work to reduce risks and respond promptly to any suspected data breach in line with legal requirements.

7. Your Rights

Under data protection law, you may have the following rights in relation to 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 information.
• Right to erasure: request deletion of your data in certain circumstances.
• Right to restriction: ask us to limit how we use your data in certain cases.
• Right to object: object to processing based on legitimate interests or direct marketing.
• Right to data portability: request transfer of certain data to you or another provider where applicable.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding.

8. Marketing Communications

We may send service-related communications that are necessary for appointments, billing, or customer support. We will only send marketing messages where permitted by law. If you no longer wish to receive marketing, you can object at any time and we will respect your choice.

We will not use your personal data for unrelated profiling without a proper lawful basis.

9. International Transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place so that your information remains protected to a standard consistent with UK GDPR.

10. Children’s Data

Our services are intended for adult customers and property occupiers. We do not knowingly collect personal data from children unless it is necessary and lawfully provided by a responsible adult in connection with a service arrangement.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we handle personal data. The latest version will apply from the date it is published or otherwise communicated. Please review it periodically to stay informed.

12. Summary of Our Privacy Principles

Transparency

We explain what data we collect and why we use it.

Purpose limitation

We process data only for clear, legitimate purposes related to our services.

Data minimisation

We only collect information that is necessary and relevant.

Retention control

We keep data only as long as needed and dispose of it securely when no longer required.

Accountability

We take responsibility for our use of personal data and expect the same standards from our processors.

By using Chiswick Carpet Cleaners’ services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. This policy is intended to protect your rights while allowing us to deliver services efficiently, securely, and lawfully.

All Chiswick Carpet Cleaners customers in the area are covered by this Privacy Policy.