Privacy Policy - Carpetcleaning Hammersmith

This Privacy Policy explains how Carpetcleaning Hammersmith collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Carpetcleaning Hammersmith customers in the area, including individuals who request quotations, book services, make enquiries, or otherwise interact with us in connection with our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpetcleaning Hammersmith provides professional carpet cleaning services for domestic and commercial customers in the local area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and methods of processing personal data.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal or operational obligations. The types of information we may collect include:

Identity information such as your name and, where relevant, business name.
Contact information such as address details, telephone number, and email address.
Service information including details of the carpets, rooms, stain types, property type, and service preferences.
Transaction information such as booking details, invoices, payment status, and records of services provided.
Communication data including correspondence, feedback, complaints, or service-related requests.
Technical information if you interact with our digital systems, such as device or browser data and basic usage information.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a particular service arrangement. If such information is ever processed, it will only be done where a valid legal condition applies and appropriate safeguards are in place.

3. How We Collect Data

We may collect personal data directly from you when you:

request a quote or service;
make an enquiry by phone, email, or other communication methods;
book, amend, or cancel an appointment;
pay for services or request an invoice;
provide feedback, raise a complaint, or ask for support.

We may also receive data from third parties where needed to complete our services, such as payment providers, business partners, or property managers acting on your behalf. In such cases, we will only use the data in line with this Privacy Policy and applicable law.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the activity, our lawful bases may include:

Contract — processing is necessary to provide a quote, carry out cleaning services, manage bookings, and fulfil our service agreement with you.
Legitimate interests — processing is necessary for our legitimate business interests, such as improving our services, handling customer enquiries, maintaining records, preventing fraud, and ensuring operational efficiency, provided these interests do not override your rights and freedoms.
Legal obligation — processing is necessary to comply with tax, accounting, consumer, and other legal requirements.
Consent — where required, we may rely on your consent for specific processing activities. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

We assess the lawful basis for each purpose of processing and limit data use to what is necessary and proportionate.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and arrange appointments;
to deliver carpet cleaning and related services;
to communicate with customers about bookings, service updates, or issues;
to issue invoices, process payments, and manage accounts;
to maintain business records and service history;
to manage complaints, queries, and customer support;
to improve service quality, training, and operational performance;
to comply with legal, regulatory, and accounting obligations.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected unless we have a lawful basis to do so.

6. Sharing and Processors

We may share personal data with trusted third parties who support our business operations. These organisations act as processors or, in some cases, independent controllers. We only share data when necessary and under appropriate contractual or legal safeguards.

Typical processors may include:

Payment processors that handle card or electronic payments securely;
IT and hosting providers that support data storage, communications, and system maintenance;
Accounting or invoicing services that assist with financial administration;
Customer management tools used to organise bookings and communications;
Professional advisers such as accountants, legal advisers, or insurers where required.

Processors are required to act only on our instructions, keep data secure, and use it only for the specified service. We do not sell personal data. Where data is shared with independent third parties, we ensure that the sharing is lawful and necessary for legitimate business, contractual, or legal reasons.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the context in which it is used.

In general:

customer service and booking records are retained for a period reasonably required to manage the relationship and resolve disputes;
financial and invoicing records are retained for the period required by tax and accounting law;
complaints and correspondence may be retained for a limited period to evidence service handling and quality control;
data collected with consent will be kept only until consent is withdrawn or the purpose ends, unless another lawful basis applies.

When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

8. Data Security

We implement 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, staff confidentiality obligations, and regular review of data handling practices. While we take reasonable steps to safeguard information, no system can be guaranteed to be completely secure.

9. International Transfers

Where any personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place in line with data protection law. This may include the use of approved contractual protections or other lawful transfer mechanisms designed to protect your information.

10. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access your personal data and receive a copy of the information we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the basis for processing;
Complain to the Information Commissioner’s Office if you are unhappy with how we handle your data.

We will respond to valid rights requests within the time limits required by law. To protect your privacy, we may need to verify your identity before acting on a request.

11. Cookies and Similar Technologies

If we use websites or digital tools, cookies or similar technologies may be used for basic functionality, analytics, or service improvement. Where consent is required, we will seek it before placing non-essential cookies. You can manage cookies through your browser settings and, where applicable, the cookie controls provided by the relevant platform.

12. Children’s Data

Our services are intended for adult customers and business users. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised representative in connection with a lawful service request. If we become aware that we have collected information from a child without appropriate authority, we will take steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is processed.

14. Contact and Further Information

If you have questions about this Privacy Policy or how your data is handled, you may request further information through the normal customer service channels used by Carpetcleaning Hammersmith. You also have the right to seek advice or lodge a complaint with the relevant supervisory authority if you believe your data rights have been infringed.

By using Carpetcleaning Hammersmith services, you acknowledge that you have read and understood this Privacy Policy.