Carpet Cleaning Westminster Privacy Policy

This Privacy Policy explains how Carpet Cleaning Westminster collects, uses, stores, and protects personal data of its customers and prospective customers in the Westminster area. It is intended to meet the requirements of the United Kingdom General Data Protection Regulation and all applicable data protection laws. By using our services, requesting a quote, or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Carpet Cleaning Westminster customers, as well as individuals who make enquiries or interact with our services, within the Westminster area. It covers personal data collected through our website, over the phone, in person, and through any other communication channels we use to provide and manage our carpet cleaning and related services.

Data Controller

Carpet Cleaning Westminster is the data controller responsible for deciding how and why your personal data is used. References to we, us or our in this Privacy Policy refer to Carpet Cleaning Westminster as the organisation that determines the purposes and means of processing your personal data.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you request or use our services, or when you communicate with us:

Identification and contact details such as your name, address, property details relevant to the service (for example, type of premises or number of rooms), and your preferred contact method.

Communication data such as the content of your enquiries, complaints, feedback, and any information you volunteer when speaking with our staff or sending written communications.

Booking and service data such as service dates, times, locations, records of services provided, and any special instructions you provide relating to access, property conditions, or your preferences.

Billing and payment data such as invoices issued, payment status, and transaction details. Where payments are processed through third-party payment providers, we do not receive or store your full card details but we may receive confirmation of payment and limited transaction information.

Technical and usage data such as basic information about how you interact with our website, including pages visited, time spent, and general device or browser information. This may be collected using cookies or similar technologies, subject to any applicable cookie controls you use.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. We may also collect data when you complete forms on our website, engage with us on social platforms that direct you to our services, or speak with our representatives in person or over the phone.

In limited cases, we may receive data about you from third parties, such as partners who refer you to us or payment processors that confirm your payment. In such cases, the data obtained is limited to what is necessary for us to deliver and manage the requested services.

Lawful Bases for Processing Personal Data

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the specific activity, we rely on the following lawful bases:

Performance of a contract: We process your data where it is necessary to enter into and fulfil a contract with you, including arranging and carrying out carpet cleaning and related services, issuing invoices, and communicating with you about your bookings.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. These interests include maintaining accurate records, improving our services, managing our business operations, and responding to your enquiries.

Legal obligations: We process data where required to comply with legal or regulatory obligations, such as record-keeping, tax, and accounting requirements.

Consent: In some cases, such as certain types of marketing communications or the use of non-essential cookies, we may rely on your explicit consent. Where we rely on consent, you can withdraw it at any time by contacting us or changing your cookie or communication preferences.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our carpet cleaning and related services, including processing bookings, planning visits, and carrying out the work.

To communicate with you about your enquiries, quotes, bookings, changes to services, and after-service follow up.

To manage payments, issue invoices and receipts, and maintain financial and service records.

To respond to complaints, queries, or requests to exercise your data protection rights.

To improve our services, analyse service usage, and develop our business operations.

To comply with legal and regulatory requirements, and to protect our rights, property, and safety, as well as that of our staff and customers.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, we will retain customer and booking records for as long as you remain an active customer and for a reasonable period afterwards, typically up to six years, to enable us to respond to any queries, disputes, or legal claims, and to comply with tax and accounting obligations.

Technical and usage data collected for analytics or website performance purposes may be retained for shorter periods, in line with our internal retention policies and the settings of the relevant tools or technologies.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are engaged to provide services that support our business operations, and they are only permitted to process your data in accordance with our instructions and applicable data protection laws.

Examples of such processors include payment processing providers, customer management or booking system providers, IT hosting and maintenance providers, and professional advisers such as accountants where they need limited access to records for compliance purposes.

We do not sell your personal data to third parties. Where data is shared with processors, we ensure appropriate contractual and security measures are in place to protect your information.

International Transfers

Where our service providers or their systems are located outside the United Kingdom, your personal data may be transferred to and processed in other countries. In such cases, we will ensure that appropriate safeguards are in place to protect your data, such as using standard contractual clauses or equivalent mechanisms recognised under data protection law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include restricted access to records, secure storage systems, regular review of our security practices, and staff awareness of data protection responsibilities.

While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure. You are encouraged to take care when communicating personal data to us and to notify us promptly if you suspect any misuse of your information.

Your Data Protection Rights

Under data protection law, you have several rights in relation to your personal data. Subject to certain limitations and conditions, these rights include:

Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data.

Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.

Right to object: You have the right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims.

Right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.

Right to withdraw consent: Where we rely on your consent for specific processing activities, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

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

Children

Our services are not directed at children, and we do not knowingly collect personal data from individuals under the age of 18. If you believe that we have collected personal data from a child, please contact us so that we can remove the information where appropriate.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the way we provide our services. Any changes will take effect when the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.