Kingston upon Thames Carpet Cleaners Privacy Policy
This Privacy Policy explains how Kingston upon Thames Carpet Cleaners collects, uses, stores, and protects personal data when providing carpet and upholstery cleaning and related services. It applies to all Kingston upon Thames Carpet Cleaners customers and prospective customers located in the Kingston upon Thames area.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy describes the types of personal data we process, the purposes for which we use it, the lawful bases we rely on, how long we keep it, and the rights you have over your data.
Data Controller
For the purposes of data protection law, Kingston upon Thames Carpet Cleaners is the data controller in relation to the personal data we collect and process about our customers in the Kingston upon Thames area.
We are responsible for deciding how and why your personal data is used and for ensuring that it is handled in a lawful, fair, and transparent manner.
Personal Data We Collect
The specific data we collect will depend on how you interact with us and the services you request. The main categories of personal data we may collect are:
Identification and contact details, such as your full name, home or business address, postal code, and preferred contact details.
Communication data, including information you provide when you contact us by phone, online enquiry, written correspondence, or in person, such as the details of your enquiry, feedback, or complaints.
Service and booking information, including details of the property where the service is to be carried out, access instructions you choose to share, dates and times of appointments, and details of the services requested or provided.
Billing and payment data, such as basic payment-related details required to process your payment. We do not store full card details if you pay by card through a payment processor; those details are processed securely by the payment provider.
Technical and usage data, which may include basic information about how you interact with our website or online enquiry forms, such as your approximate location, device type, and pages visited, to help us improve our services. This will normally be collected using cookies or similar technologies where permitted.
How We Collect Your Data
We may collect your personal data in a variety of ways, including:
When you contact us to request a quote, make an enquiry, or book a service.
When we provide carpet cleaning or related services at your property.
When you communicate with us by phone, online, or in writing.
When you make payment for our services through a payment provider.
When you visit our website and consent to the use of cookies or similar technologies.
Purposes and Lawful Bases for Processing
We will only process your personal data when we have a lawful basis for doing so. The main purposes and corresponding lawful bases are:
To provide quotes and respond to enquiries. We use your contact and service details to respond to your requests. The lawful basis is our legitimate interest in responding to potential customers and, when you ask for a quote for your own use, taking steps at your request prior to entering into a contract.
To perform and manage our services. We use your identification, contact, and service information to schedule and deliver carpet cleaning and related services and to manage our relationship with you. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.
To process payments and manage billing. We use limited billing and payment data to issue invoices, confirm payments, and handle any queries about charges. The lawful basis is the performance of a contract and compliance with legal obligations relating to accounting and taxation.
To communicate with you about your booking. We may send reminders, updates, and follow up after a service where appropriate. The lawful basis is the performance of a contract and our legitimate interest in ensuring high-quality service.
To maintain business records and comply with the law. We retain certain data for accounting, tax, and regulatory purposes. The lawful basis is our legal obligation and our legitimate interest in running a compliant business.
To improve and develop our services. We may use technical data and non-identifying information about your use of our website or services to help us understand performance and improve user experience. The lawful basis is our legitimate interest in developing our business and services.
To send marketing communications. If we send you marketing communications about our services, we will do so only where permitted by law and, where required, only after obtaining your consent. You may opt out of marketing at any time.
Data Retention
We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet any legal, accounting, or reporting requirements.
Customer and booking records are generally retained for up to six years from the end of our relationship, primarily to comply with tax and accounting obligations and to deal with any potential legal claims.
Enquiry records, where no service is ultimately provided, may be kept for a shorter period, usually up to two years, to help us manage repeat enquiries and business planning.
Technical and usage data linked to website visits is kept for as short a period as practical, consistent with our need to analyse trends and maintain the security and performance of our systems.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We do not sell your personal data. However, we may share your data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
These third parties may act as data processors on our behalf and include:
IT and hosting providers who host our systems, website, and data.
Payment service providers who process card or online payments securely.
Professional advisers such as accountants or legal advisers where necessary for compliance and business management.
Service management or booking platforms used to schedule and manage appointments, where used.
Where third parties act as data processors, they only process your personal data under our instructions and are required to keep it secure and confidential.
We may also share data where required by law, for example with regulatory authorities or law enforcement, or in connection with legal proceedings.
International Transfers
Where we use service providers that are located outside the United Kingdom or European Economic Area, or that store data in other countries, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or equivalent legal mechanisms, in accordance with data protection laws.
Security of Your Data
We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
These measures may include secure storage, access controls, staff awareness, and procedures for reviewing our security arrangements. While no system can be guaranteed as completely secure, we work to ensure that your data is handled with care and protected to a high standard.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Kingston upon Thames Carpet Cleaners customers and prospective customers in the Kingston upon Thames area, subject to certain legal limitations and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to request a copy of that data.
Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we are not required to keep it for legal reasons.
Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.
Right to object. You have the right to object to processing of your personal data based on our legitimate interests, including profiling, and the right to object at any time to processing for direct marketing purposes.
Right to data portability. Where the processing is based on your consent or on a contract and is 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 transmit it to another controller.
Right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
If you wish to exercise any of these rights, please contact us using the usual communication channels you use to book or discuss services. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office as the supervisory authority for data protection matters in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updates will take effect from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all personal data processed by Kingston upon Thames Carpet Cleaners in connection with customers and prospective customers in the Kingston upon Thames area.