Privacy Policy - Greenford Carpet Cleaners

This Privacy Policy explains how Greenford Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Greenford Carpet Cleaners customers in area, including anyone who requests a quote, books a service, receives a cleaning visit, or communicates with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect data that is necessary for providing our services, managing our business, and meeting our legal obligations.

1. Data We Collect

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

Identity data such as your name and, where relevant, the name of your business or property owner.
Contact data such as your address, telephone number, and email address.
Service data such as details of the cleaning services requested, appointment preferences, property access notes, and service history.
Payment data such as payment status, invoice records, and transaction references. We do not store full card details unless processed through a secure payment provider.
Communication data such as enquiries, complaints, feedback, and messages you send us.
Technical data where applicable, such as basic information about how you interact with our digital systems.

We may also receive data from third parties where needed to provide a service, for example from an estate agent, landlord, tenant, or referral partner acting on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

To provide carpet cleaning and related services.
To prepare quotes and confirm bookings.
To manage customer accounts, service records, and invoices.
To communicate about appointments, service updates, or changes.
To process payments and keep financial records.
To deal with complaints, disputes, and customer support requests.
To maintain business records and improve our services.
To comply with legal, tax, insurance, and regulatory requirements.

We will only use your personal data for the purposes explained in this policy, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use it for a materially different purpose, we will explain this to you where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, issuing invoices, and managing your service requests.

Legal Obligation

We process certain data when we are required to do so by law, such as maintaining tax records, accounting records, and other statutory documentation.

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 may include improving our services, handling customer enquiries, preventing fraud, maintaining business records, and managing internal administration.

Consent

In limited cases, we may rely on your consent, for example where you ask us to use your details for a specific optional purpose. Where we rely on consent, you can withdraw it at any time.

4. Sharing and Processors

We do not sell your personal data. We may share it only where necessary and lawful. This may include sharing data with processors who act on our behalf and only follow our instructions. These may include:

Payment providers that securely process transactions.
Accounting and bookkeeping providers that help us manage invoices and financial records.
IT and cloud storage providers that support our systems and data storage.
Customer communication providers that help us send service-related messages.
Business administration providers that assist with scheduling, record keeping, or related operations.

We may also share personal data with professional advisers, insurers, legal authorities, or regulators where necessary for compliance, dispute resolution, or protection of our rights.

When we use a processor, we require appropriate contractual and technical safeguards to protect your data. Processors are not allowed to use your data for their own purposes.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods may vary depending on the type of data and the reason for processing.

Customer and service records are generally kept for the duration of the business relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law, typically several years.
Enquiry data that does not result in a booking may be kept for a shorter period to manage future communication and business administration.
Complaint and dispute records may be retained for as long as necessary to resolve the matter and protect legal interests.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal data on a need-to-know basis.

While no system can be guaranteed as completely secure, we work to reduce risks and protect information in line with industry practice.

7. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may apply in different circumstances and may be subject to legal limitations.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can request certain data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to raise any concerns with us first so we can try to resolve them.

8. Automated Decision-Making

We do not use personal data for automated decisions that produce legal or similarly significant effects on you. If this changes, we will update this policy and provide appropriate information about the process.

9. Children’s Data

Our services are directed to adults. We do not knowingly collect personal data from children except where it is provided by an adult customer as part of a service arrangement. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updates will take effect when published in the revised policy. We encourage customers to review this policy periodically.

11. Summary of Our Approach

Greenford Carpet Cleaners only processes the personal data needed to deliver services, manage customer relationships, meet legal obligations, and support business operations. We use data lawfully, keep it secure, share it only when necessary, and retain it only for as long as required. We respect your rights and aim to be open and transparent about how your information is handled.

This policy applies to all Greenford Carpet Cleaners customers in area.