Belsize Park Carpet Cleaning Privacy Policy
This Privacy Policy explains how Belsize Park Carpet Cleaning collects, uses, stores and shares personal data relating to our customers and prospective customers. It applies to all individuals in the Belsize Park area who use, or inquire about, our carpet cleaning and related services, whether you contact us online, by phone, in person or through any other channel.
We are committed to protecting your privacy and handling your personal data in a transparent and lawful manner, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and the services you request:
Identification and contact details, including your name, home or business address, billing address, and any other address at which services are to be provided. We also collect general contact details such as your preferred contact method.
Service and booking information, including details about the property or premises where cleaning is required, room sizes or descriptions, type and condition of carpets, rugs or upholstery, and any access instructions you choose to provide.
Communication records, including information contained in messages, enquiries or feedback you send us, as well as notes of conversations when you contact us to request quotations, make bookings, change appointments or raise queries.
Billing and payment information, including records of services purchased, prices, discounts, invoices, payment status and payment method. We do not store full card details when you pay by card; these are processed securely by payment processors.
Technical and usage data, where applicable, such as basic information generated when you visit our website or digital channels, including device information, approximate location data and how you interact with our pages. This may be collected through cookies or similar technologies where required by law and, where necessary, with your consent.
Lawful Bases for Processing Your Data
We rely on one or more of the following lawful bases to process your personal data:
Performance of a contract: We process your personal data where it is necessary to enter into and perform a contract with you. This includes providing quotations, confirming bookings, delivering carpet cleaning and related services, communicating about appointments, issuing invoices and handling customer service matters.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and these are not overridden by your rights. This can include improving our services, managing our business operations, keeping appropriate records of work carried out, and ensuring the security of our staff and customers. When relying on legitimate interests, we carefully balance our interests against your privacy.
Legal obligations: We may process certain personal data to comply with legal obligations, for example in relation to tax, accounting or responding to lawful requests from regulatory or enforcement authorities.
Consent: In some cases we may rely on your consent, for example for certain types of marketing communications or for the use of particular cookies. Where we rely on consent, you are free to withdraw it at any time, and we will explain how you can do this at the point where your consent is requested.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide carpet cleaning and related services, including assessing your requirements, giving quotations, scheduling and carrying out work, and contacting you about any changes or updates to your booking.
To manage our relationship with you, including responding to your enquiries, recording your preferences, dealing with complaints or disputes, requesting feedback and maintaining accurate and up to date records.
To process payments and maintain financial records, including issuing invoices, handling payment queries, dealing with refunds where applicable and maintaining records for tax and accounting purposes.
To improve and develop our services, including analysing typical service requests, patterns and feedback in order to enhance the quality, safety and efficiency of our operations.
To send marketing communications, where permitted by law, relating to our services and special offers. You can object to or opt out of marketing at any time.
To maintain security and prevent misuse, including detecting and preventing fraud, protecting our staff and customers and ensuring that our services are used appropriately.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.
Service providers acting as data processors may process data on our behalf strictly in accordance with our instructions. These can include:
Information technology and hosting providers who support our website, booking systems and data storage.
Payment processing providers who securely handle payments on our behalf.
Professional advisors such as accountants or legal advisors, to the extent that personal data is required for advice or compliance.
Operational partners, where necessary, to fulfil your booking, for example where we use trusted subcontractors for specific services. They are required to respect the confidentiality and security of your personal data and only use it for the agreed purposes.
We may also share data where we have a legal or regulatory obligation to do so, such as with law enforcement, courts or public authorities, or in connection with the sale or restructuring of our business, in which case we will seek to ensure appropriate safeguards are in place.
International Data Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data may be accessed from abroad, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses or equivalent legal mechanisms designed to protect your personal data to a standard essentially equivalent to UK and EU data protection law.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including to meet legal, accounting or reporting requirements.
In general, we retain core customer and booking records for a period that allows us to respond to queries, handle complaints, manage repeat bookings and comply with tax and accounting obligations. After this period, data is securely deleted or anonymised so that it can no longer be linked to you.
The exact retention period may vary depending on the type of data, the nature of our relationship with you and any statutory requirements. We periodically review our retention practices to ensure that personal data is not kept for longer than is reasonably necessary.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and legal exceptions, but we aim to facilitate the exercise of your rights as far as possible.
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This may not apply where we still need the data for legal obligations or in connection with legal claims.
Right to restrict processing: You may ask us to restrict the processing of your personal data in specific situations, for example while a complaint about accuracy or lawful use is being investigated.
Right to data portability: Where our 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, where technically feasible, to have it transmitted to another controller.
Right to object: You have the right to object at any time to processing based on our legitimate interests, including profiling, and we will stop such processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where the processing is for the establishment, exercise or defence of legal claims. You also have the absolute right to object to direct marketing.
Rights relating to automated decision making: We do not carry out automated decision making or profiling that produces legal or similarly significant effects for customers in the context of our carpet cleaning services.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how we handle your personal data. In the United Kingdom this is generally the Information Commissioner’s Office. We would however encourage you to contact us first so that we can try to resolve your concerns directly.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and processors who have a genuine need to know it for their role and ensuring that they are subject to confidentiality obligations.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, in applicable laws or in how we handle personal data. Any material changes will be explained clearly, and the revised version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
