Privacy Policy - Carpetcleaning N5

This Privacy Policy explains how Carpetcleaning N5 collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Carpetcleaning N5 customers in area, including individuals who request quotes, book services, receive cleaning work, or otherwise interact with our business. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

We want you to understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data. By using our services, you acknowledge that you have read this policy.

1. Information We Collect

We only collect personal data that is necessary for our business operations and customer service. The information we may collect includes:

Identity details such as your name and, where relevant, the name of a business or property manager.
Contact details such as your phone number and email address.
Address details including property location, billing address, and service address.
Service information such as details of the carpet cleaning work requested, room sizes, stain or fabric information, access arrangements, and service notes.
Payment-related information such as payment status and transaction records. We do not intentionally store full card details unless needed for a secure payment process handled by a payment provider.
Communication records including messages, calls, complaints, feedback, and appointment changes.
Technical information if you interact with digital systems, such as device details or basic usage data, where applicable.

We may also receive personal data from third parties where necessary to deliver our service, for example from property owners, tenants, letting agents, landlords, insurers, or referral partners who arrange services on your behalf.

2. How We Use Your Data

We use personal data to operate our business and provide high-quality carpet cleaning services. Typical uses include:

Responding to enquiries and providing quotations.
Scheduling, confirming, and carrying out appointments.
Managing customer accounts, service records, and job history.
Processing payments, refunds, or invoice-related matters.
Handling complaints, service issues, and aftercare queries.
Maintaining internal records for business administration.
Improving our services, customer support, and operational planning.
Meeting legal, tax, accounting, and regulatory obligations.

We do not use your data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and you have been informed where required.

3. Lawful Basis for Processing

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

Performance of a Contract

We process your data where it is necessary to provide a quote, arrange a booking, deliver carpet cleaning services, process payment, or fulfil our obligations to you under an agreement.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including tax rules, accounting duties, insurance obligations, and record-keeping laws.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving our services, preventing fraud, maintaining business records, and resolving disputes.

Consent

In limited cases, we may ask for your consent, for example for certain types of optional communication or where consent is required by law. Where we rely on consent, you can withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason for processing. In practice:

Quotation and enquiry records may be kept for a reasonable period to manage follow-up questions and future service requests.
Service and job records may be kept for business administration, quality control, and dispute handling.
Financial and invoicing records are retained for the period required by tax and accounting law.
Complaint and correspondence records may be kept to resolve issues and demonstrate compliance.

When data is no longer needed, we will securely delete it, anonymise it, or archive it where appropriate. We regularly review stored data to ensure it is not kept longer than necessary.

5. Data Sharing and Processors

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Examples may include:

Payment processors that manage secure transaction services.
Accounting or bookkeeping providers that assist with financial records and tax compliance.
IT and cloud storage providers that support secure data storage and system operation.
Customer communication tools used for scheduling, messaging, or record management.
Professional advisers such as legal, insurance, or compliance advisers, where necessary.

We may also disclose personal data where required by law, by a court, by a regulator, or to protect our legal rights, property, staff, customers, or the public. We do not sell personal data.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting data access to authorised personnel only. While no system can be guaranteed completely secure, we work to keep your data safe and to reduce risks as far as reasonably possible.

7. Your Rights

As a data subject, you have rights under GDPR in relation to your personal data. These rights may include:

The right to be informed about how your data is used.
The right of access to request a copy of your personal data.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in specific situations.
The right to data portability where processing is based on consent or contract and is carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will review your request and respond within the time limits set by law. In some cases, we may need to verify your identity before we can act on a request. Please note that certain rights may be limited where we have a legal obligation or compelling legitimate grounds to keep processing the data.

8. Children’s Data

Our services are generally intended for adult customers or individuals acting on behalf of a property. We do not knowingly collect personal data from children unless it is necessary for service delivery and provided by an adult with appropriate responsibility. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to delete it.

9. International Transfers

Where any of our processors or systems store data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information. These safeguards may include recognised legal transfer mechanisms and contractual protections designed to maintain an adequate level of data security and privacy.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data-handling practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitment

Carpetcleaning N5 is committed to using personal data responsibly, lawfully, and only where necessary. We aim to keep information accurate, secure, and no longer than needed. We respect your privacy and work to ensure that every customer in our area can trust us to handle personal data with care, transparency, and accountability.

By using our carpet cleaning services, you confirm that you understand this Privacy Policy and the way we process personal data.