Chiswick Carpet Cleaners Privacy Policy
This Privacy Policy explains how Chiswick Carpet Cleaners collects, uses, stores, and protects the personal data of its customers and prospective customers within the Chiswick and surrounding area. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and potential customers of Chiswick Carpet Cleaners in our service area, including individuals making enquiries, booking carpet cleaning or related services, and communicating with us by any means. It covers personal data collected through phone calls, messages, in person, and any online forms or platforms we use to manage our services.
Data Controller
The data controller responsible for your personal data is Chiswick Carpet Cleaners. As data controller, we decide what personal data we collect, the purposes for which we use it, and how we store and protect it in line with applicable data protection laws.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact details, such as your name, postal address, service address, and your preferred contact details, for example mobile number or other telephone number. If you choose to communicate by digital channels, we may also collect any user names you provide.
Booking and service information, such as the date and time of bookings, details about the property areas to be cleaned, any access instructions you provide, and information about previous or recurring services.
Payment and billing information, such as records of payments and invoices. Where we use third party payment processors, your full card or account details are handled by them and not stored by us, although we may receive confirmation that payment has been made.
Communication data, such as the content of messages, enquiries, feedback, and any complaints you submit, along with our responses and internal notes relating to your requests.
Technical and usage information, where applicable, such as basic information about how you found our services or the general type of device you use to access online forms or platforms connected to our business. We do not intentionally collect more technical data than is necessary to operate or improve our services.
Lawful Basis for Processing
We only process your personal data when we have a valid legal basis for doing so. Depending on the context, we rely on the following lawful bases under data protection law:
Performance of a contract. We process your personal data when it is necessary to take steps at your request before entering into a contract, such as providing quotations, and to perform our contract with you, for example to manage bookings, deliver cleaning services, and handle payments.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes managing our relationship with you, improving our services, scheduling staff, and maintaining appropriate records of our business activities.
Legal obligations. We process personal data when it is necessary to comply with our legal and regulatory obligations, such as record keeping for tax and accounting purposes and responding to lawful requests from public authorities.
Consent. In limited situations, we may rely on your consent, for example if you ask us to keep you informed about special offers or additional services by specific channels where consent is required. When we rely on consent, you can withdraw it at any time by contacting us using your usual contact method.
How We Use Your Personal Data
We use the personal data described above for the following purposes:
To provide our services, including arranging and managing bookings, delivering carpet cleaning and related services, and communicating with you about appointments, changes, or issues.
To manage payments and billing, including preparing invoices, allocating payments, and handling any refunds or queries.
To provide customer support, including responding to enquiries, handling complaints, and addressing any concerns you raise about our services.
To plan and improve our services, including understanding demand in different parts of our service area, training staff, and enhancing the quality, safety, and efficiency of our operations.
To comply with legal and regulatory obligations, including record keeping and responding to requests from law enforcement or regulatory bodies where required by law.
Data Sharing and Processors
We treat your personal data confidentially and only share it when necessary and lawful. We may share your data with:
Service providers acting as data processors who support our business operations, for example providers of booking or scheduling software, secure data storage, payment processing, or communication tools. These providers only process personal data on our documented instructions and are required to protect it appropriately.
Professional advisers, such as accountants or legal advisors, where this is necessary for legitimate business and legal purposes and subject to confidentiality obligations.
Public authorities or law enforcement agencies, where we are legally required to disclose personal data or where disclosure is necessary to protect our rights or the rights, property, or safety of others.
We do not sell your personal data to third parties.
International Transfers
Some of our service providers may be located outside the United Kingdom or the European Economic Area. Where personal data is transferred internationally, we take steps to ensure that an adequate level of protection is in place. This may include relying on adequacy regulations, standard contractual clauses, or other appropriate safeguards recognised by data protection law.
Data Retention
We keep your personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy or to meet legal, regulatory, tax, or accounting requirements.
In general, we retain core customer and booking records for the duration of our relationship with you and for a period afterwards, typically up to six years, to allow us to respond to queries, manage any legal claims, and comply with statutory retention duties. Communication records may be kept for a shorter period where appropriate.
When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with you.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, disclosure, or destruction. These measures include restricting access to personal data to staff and service providers who need it for legitimate purposes and who are subject to confidentiality obligations.
While we take reasonable steps to safeguard your information, no system can be completely secure. You should also take care with how you share your personal information with us, particularly when communicating over open networks.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain qualifications or limitations. Subject to applicable law, your rights include:
Right of access. You can request confirmation of whether we process your personal data and request a copy of the personal data we hold about you.
Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify the accuracy of information you have challenged.
Right to object. You can object to processing based on our legitimate interests where you believe your rights and interests outweigh our own. We will stop processing unless we have compelling legitimate grounds or need to continue for legal reasons.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine readable format and to request that we transfer it to another controller where technically feasible.
Right to withdraw consent. Where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You are also entitled to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We would appreciate the opportunity to address your concerns directly before you contact the authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we provide. Any updates will take effect when the revised version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.