Privacy Policy - Belsizepark Carpetcleaning

This Privacy Policy explains how Belsizepark Carpetcleaning collects, uses, stores, shares, and protects personal data. It applies to all Belsizepark Carpetcleaning customers in the area and to anyone who interacts with our services, requests a quotation, makes an enquiry, books an appointment, or otherwise provides personal information to us.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We respect your privacy and aim to be transparent about what information we collect, why we collect it, and the rights you have over your information.

1. Information We Collect

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

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details including information about the carpet cleaning, upholstery cleaning, stain treatment, or related services you request.
Booking and appointment data such as preferred dates, service location, access notes, and job history.
Communication records including messages, notes from calls, complaints, feedback, and service correspondence.
Payment-related information such as billing details and transaction references, where needed to process payments or maintain records.
Technical data may be collected if you interact with our digital systems, such as basic device or usage information, where applicable.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or unless we are required to do so by law. If any such information is inadvertently shared with us, we will only process it where a lawful basis exists.

2. How We Use Your Data

We use personal data for the following purposes:

To provide and manage cleaning services.
To confirm bookings and carry out appointments.
To respond to enquiries and customer requests.
To prepare quotations, invoices, and service records.
To handle payments and maintain accounting records.
To improve our services, customer experience, and operational planning.
To deal with complaints, disputes, and follow-up matters.
To comply with legal and regulatory obligations.

We only use your personal data where it is relevant, proportionate, and necessary for a specific purpose. We do not sell your personal information.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, handling payments, and maintaining service records.

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. Examples include managing customer relationships, improving services, preventing fraud, and maintaining internal records.

Legal Obligation

We may process and retain certain information where required to comply with legal obligations, such as tax, accounting, or record-keeping requirements.

Consent

In limited cases, we may rely on your consent, particularly where processing is optional and not necessary for service delivery. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted processors who act on our behalf and only process data under our instructions. These may include:

Payment processors that support transaction handling and billing.
Accounting and bookkeeping providers that help with financial administration.
IT and hosting providers that support secure storage, email, or business systems.
Customer management or scheduling tools used to manage appointments and service records.
Professional advisers such as accountants or legal advisers, where necessary.

We require all processors to maintain appropriate security measures and to process personal data only for specified purposes. Where required by law, we may also disclose data to public authorities, regulators, or law enforcement bodies.

Any third party that processes data on our behalf must protect it and use it only for the services we have authorised. We do not permit them to use your data for their own marketing or unrelated purposes.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records are usually retained for a reasonable period to support service history, dispute handling, and business administration.
Financial and invoice records are retained for the period required by tax and accounting rules.
Communication records may be retained for as long as needed to manage enquiries, complaints, or follow-up matters.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention is always limited to what is necessary, and we regularly review records to ensure they are not kept longer than required.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff awareness, and limiting data access to those who need it to perform their duties.

Although no system can be guaranteed to be completely secure, we work to maintain a level of security appropriate to the risks involved in processing your data.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

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 – in certain circumstances, you can ask us to delete your personal data.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – where processing is based on consent or contract and carried out by automated means, you may request transfer of your data.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

To help protect your privacy, we may need to verify your identity before responding to a rights request. We will respond within the time limits required by law, unless an extension is permitted.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has not been handled properly. We encourage you to raise concerns with us first so we can try to resolve the matter.

8. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure it is protected in accordance with data protection law. This may include using appropriate safeguards and relying on approved legal mechanisms where required.

9. Children’s Data

Our services are aimed at adult customers and property occupiers. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a service request. If we become aware that we have collected a child’s data without appropriate justification, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Key Points

In summary, Belsizepark Carpetcleaning collects only the information needed to provide cleaning services, communicate with customers, manage payments, and comply with legal duties. We process personal data on lawful bases including contract, legitimate interests, legal obligation, and, where necessary, consent. We may share data with trusted processors such as payment, accounting, and IT providers, but only under strict instructions and safeguards. We keep data only as long as needed and respect your rights to access, correct, erase, restrict, object to, and move your personal data where applicable.

This policy applies to all Belsizepark Carpetcleaning customers in the area. By using our services, you acknowledge that you have read and understood this Privacy Policy.