Privacy Policy

Carpet Cleaning Westminster Privacy Policy

This Privacy Policy explains how Carpet Cleaning Westminster collects, uses, stores, and protects personal data when providing carpet and upholstery cleaning and related services. It applies to all Carpet Cleaning Westminster customers and prospective customers within the Westminster area, as well as visitors who interact with us in the course of making an enquiry or booking a service.

Carpet Cleaning Westminster acts as the data controller for the personal data described in this policy. We are committed to processing your information in accordance with the UK General Data Protection Regulation and other applicable data protection laws.

Personal Data We Collect

We only collect personal data that is necessary for the provision of our services, administration of our business, and communication with you. The categories of data we may collect include the following.

Identification and contact details, such as your name, postal address, service address, and, where you choose to provide them, contact details needed to respond to enquiries and confirm bookings. Service and booking information, such as details of the property or premises to be cleaned, areas and items requiring cleaning, preferred dates and times, past and upcoming appointments, and any special instructions or notes you choose to provide.

Payment and billing information that is required to process payments for services, manage invoices, and keep appropriate accounting records. If you pay through a third party payment provider, that provider may collect and process your payment details on our behalf as a processor or in its own capacity as a controller.

Communication data, including the content of your messages and enquiries, feedback you provide about our services, and our responses, which we retain to handle queries, manage our relationship with you, and improve our services.

Technical and usage data related to your interactions with our online content or booking tools, such as the date and time of access, pages visited, and basic analytics information. This data, where collected, is typically aggregated or pseudonymised and does not directly identify you, but may still be considered personal data in some circumstances.

Lawful Basis for Processing

We only process your personal data where we have a valid lawful basis under data protection law. Depending on the situation, we rely on one or more of the following grounds.

Performance of a contract. We process your data where it is necessary to enter into or perform a contract with you, for example to respond to your request for a quote, confirm a booking, visit your premises, provide cleaning services, and manage invoicing and payment.

Compliance with legal obligations. We may process and retain certain information to comply with legal and regulatory requirements, including tax and accounting laws, record keeping rules, and obligations relating to health and safety or insurance.

Legitimate interests. We may process your data for our legitimate business interests, provided that your rights and freedoms do not override those interests. This may include managing our customer relationships, improving our services, responding to complaints, planning our staff schedules, and protecting our business from fraud or misuse.

Consent. In limited situations, we may rely on your explicit consent, for example for optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing that took place before withdrawal.

How We Use Your Personal Data

We use the personal data we hold about you for the following purposes.

To provide cleaning and related services, including assessing your requirements, preparing and sending quotes, scheduling appointments, carrying out the agreed work at the relevant location, and following up where needed.

To manage our relationship with you, including handling enquiries, rescheduling or cancelling bookings, dealing with feedback, complaints, and requests, and maintaining accurate internal records of the services we have provided.

To process payments and maintain financial records, including issuing invoices, processing transactions through payment services, managing refunds where applicable, and fulfilling our accounting obligations.

To operate, secure, and improve our business, including using aggregated data to understand service demand, improve our processes and customer experience, train staff, and plan our resources.

To protect our rights and the rights of others, including for the prevention and detection of fraud or abuse, to respond to legal claims or requests from authorities where required, and to enforce our contractual terms.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this policy, subject to appropriate safeguards.

Service providers and processors. We may engage third parties to assist in delivering our services and running our business. These may include payment processing services, booking and scheduling systems, customer relationship management tools, IT support providers, accountants, and data storage or backup services. These third parties act as processors on our behalf and are only permitted to process your personal data according to our instructions and for specified purposes.

Professional advisers. We may share data with professional advisers such as accountants, auditors, legal advisers, or insurers to the extent necessary for the provision of their services, including in relation to legal disputes, audits, or insurance claims.

Authorities and legal requirements. In limited circumstances, we may be required to share personal data with law enforcement agencies, courts, regulators, or other public bodies where we are under a legal obligation to do so or where such disclosure is necessary to protect our rights or the rights of others.

Any sharing of data is carried out in accordance with data protection law, and we take steps to ensure that appropriate technical and organisational measures are in place to safeguard your information.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including for the purpose of satisfying legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the context of our interactions with you.

Customer and service records, including basic identification details, service history, and invoices, are generally retained for a period necessary to manage our relationship with you and to comply with tax and accounting obligations. In many cases this will be for several years after the end of our relationship, in line with statutory retention periods.

Enquiry records, where no contract is formed, are typically retained for a shorter period sufficient to handle your query, follow up as appropriate, and maintain basic records of enquiries for internal analysis and service improvement.

Where we no longer need personal data for the purposes for which it was collected and have no legal obligation to retain it, we will delete or anonymise the information in a secure manner.

Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your information against accidental loss, unauthorised access, alteration, or disclosure. These measures include limiting access to personal data to personnel and service providers who have a business need to know it and are subject to confidentiality obligations.

While we strive to protect your personal data, no system can be guaranteed to be completely secure. We review our safeguards regularly and take reasonable steps to address vulnerabilities as they become known.

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 Carpet Cleaning Westminster customers and prospective customers in the Westminster area, subject to certain conditions and legal limitations.

Right of access. You have the right to request confirmation as to whether we process your personal data and to obtain a copy of the data we hold about you, together with certain information about how we use it.

Right to rectification. You have the right to request that we correct inaccurate or incomplete personal data about you. We encourage you to notify us promptly if your contact details or other relevant information change.

Right to erasure. In certain circumstances, you may ask us to delete or remove 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 we have no other legal basis to continue processing.

Right to restriction. You may request that we restrict the processing of your personal data in specific situations, such as while we are verifying the accuracy of the data or assessing an objection you have raised.

Right to object. You have the right to object to certain types of processing, particularly where we rely on legitimate interests as our lawful basis. We will assess any objection and stop processing your data unless we have compelling legitimate grounds to continue or the processing is required for legal reasons.

Right to data portability. Where processing is based on consent or the performance of a contract and is carried out by automated means, you have the right to request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal, but may affect our ability to provide certain optional services or communications.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any changes will take effect from the date they are posted or otherwise communicated. We recommend that you review this policy periodically to stay informed about how we handle your personal data.