Kingston upon Thames Carpet Cleaners Privacy Policy
This Privacy Policy explains how Kingston upon Thames Carpet Cleaners collects, uses, stores and protects personal data relating to customers and prospective customers in the Kingston upon Thames area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all services provided by Kingston upon Thames Carpet Cleaners to customers in the Kingston upon Thames area, whether you contact us by phone, in person, through a website contact form, or by any other communication method.
Data Controller
Kingston upon Thames Carpet Cleaners acts as the data controller for the personal data it collects and processes in connection with the provision of carpet and upholstery cleaning and related services. The data controller decides how and why your personal data is processed and is responsible for ensuring that such processing complies with applicable data protection laws.
Types of Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or contact us with an enquiry:
Identity and contact details such as your name, address, property location for cleaning, and preferred contact details.
Service information such as details of the services you request, the type and size of property to be cleaned, dates and times of appointments, and notes about any particular requirements.
Communication records such as notes from phone calls, copies of messages or enquiries you send us, and any feedback or complaints you provide.
Billing and payment information such as information required to process payments and issue invoices. We do not store full payment card details when we use external payment processors; only the necessary transaction details may be retained.
Technical or usage information such as basic information about how you reached our services or platforms, where applicable, for example general location data, the pages you visit or the type of device or browser used. This information may be collected through cookies or similar technologies where applicable and where permitted by law.
How We Collect Personal Data
We may collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question; when you communicate with us by phone, online form, post or in person; and when you use our services and provide information to our staff during a visit.
We may also collect certain technical or usage data automatically through the use of cookies or similar technologies if you access any website or online platform that we operate. Where required, we will seek your consent for the use of such technologies.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so. Depending on the context, the lawful bases we rely on may include:
Performance of a contract: We process your personal data where it is necessary to provide our services, respond to your enquiries, issue quotes, take bookings, carry out cleaning services, and manage payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, such as managing and improving our services, handling enquiries and complaints, scheduling staff, and maintaining appropriate business records, provided that your interests and fundamental rights do not override those interests.
Legal obligations: We may process personal data where it is necessary for compliance with legal obligations, such as accounting, tax and record-keeping requirements.
Consent: In some cases, we may rely on your consent, for example for certain types of optional marketing communications or for non-essential cookies. Where we rely on consent, you have the right to withdraw your consent at any time.
How We Use Personal Data
We may use your personal data for the following purposes:
To provide cleaning services: arranging appointments, visiting your property, carrying out cleaning work, and managing follow-up visits where needed.
To respond to enquiries: providing quotes and information about our services when you contact us.
To manage our relationship with you: communicating about your bookings, changes to our services or terms, and managing any feedback, queries or complaints.
To process payments and billing: issuing invoices, handling payments and carrying out related financial administration.
To improve our services: reviewing the way we deliver services, monitoring quality, and carrying out internal analysis to improve efficiency and customer experience.
To comply with legal and regulatory requirements: retaining certain records for tax, audit or other legal obligations.
Data Sharing and Processors
We may share your personal data with selected third parties who act as data processors on our behalf. These processors may include:
IT and hosting providers that support the operation and security of our systems and data.
Payment service providers that process card or electronic payments on our behalf.
Administrative and accounting support services that assist with invoicing, bookkeeping and financial reporting.
These third parties are only permitted to process your personal data in accordance with our instructions and for the purposes specified in a written contract. They are required to implement appropriate technical and organisational measures to protect your data and are not allowed to use your personal data for their own purposes.
We may also share personal data where necessary with professional advisers such as accountants or insurers, or where we are required to do so by law, for example with law enforcement authorities, regulators or courts.
We do not sell your personal data to third parties.
International Data Transfers
Where we make use of processors or service providers located outside the United Kingdom or the European Economic Area, or where data may be stored on servers in other countries, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In general, we retain customer and service records for the duration of our relationship with you and for a period afterwards where required by law or where necessary to protect our legitimate interests, for example to respond to any complaints or disputes. Accounting and tax records are kept for the periods required under applicable law.
When personal data is no longer needed, we will securely delete or anonymise it.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include physical security measures, access controls, secure storage systems, and staff training on data protection responsibilities.
While we take reasonable steps to safeguard your data, no system can be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and any relevant supervisory authority where required by law.
Your Data Protection Rights
As an individual whose personal data we process, you have certain rights under data protection law. Subject to some limitations and conditions, you have the right to:
Access your personal data: you can request a copy of the personal data we hold about you and information about how we process it.
Rectify inaccurate data: you can ask us to correct or complete any inaccurate or incomplete personal information.
Erase your data: you can request that we delete your personal data where there is no lawful reason for us to continue processing it.
Restrict processing: you can ask us to limit the way we use your data in certain circumstances, for example while a complaint is being investigated.
Object to processing: you can object to processing that is based on our legitimate interests where you believe your rights and interests outweigh our own. You also have the right to object to direct marketing activities.
Data portability: where processing is based on consent or contract and carried out by automated means, you may ask to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.
Withdraw consent: where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our official service materials or website. We may need to verify your identity before complying with your request.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are not satisfied with our response or believe that your data protection rights have been infringed.
Policy Scope and Updates
This Privacy Policy applies to all customers and prospective customers of Kingston upon Thames Carpet Cleaners within the Kingston upon Thames area. By engaging with our services or contacting us with an enquiry, you acknowledge that you have been made aware of the information contained in this Privacy Policy.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or industry standards. The most current version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
