Privacy Policy - Chiswick Carpetcleaning

Chiswick Carpetcleaning is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Chiswick Carpetcleaning customers in area, including individuals who request quotes, book services, receive cleaning services, or contact us about our work.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable privacy laws. We only collect and use personal information where there is a valid reason to do so, and we aim to keep all data accurate, secure, and used fairly.

1. Information We Collect

We collect only the information needed to provide and manage our services effectively. The types of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as phone number, email address, and service address.
Service information such as details about the carpet, upholstery, or other cleaning work requested.
Booking and transaction information such as appointment dates, service history, payment status, and invoice records.
Communication records such as messages, enquiries, feedback, complaints, or requests you send to us.
Technical information if you use our digital channels, such as basic device and usage data collected for security and performance purposes.
Special instructions you may give us about access, cleaning preferences, or property conditions.

We generally collect personal data directly from you. In some cases, information may be provided by a person arranging services on your behalf, such as a family member, landlord, tenant, or property manager. We may also receive information from payment providers, scheduling systems, or other service partners involved in delivering the work.

2. How We Use Your Data

We use personal data only for legitimate business and legal purposes connected with our services. These purposes include:

Providing quotes and responding to enquiries.
Scheduling, confirming, and delivering cleaning services.
Managing payments, invoices, and accounting records.
Communicating about service updates, changes, or issues.
Recording service history to help maintain quality and consistency.
Handling complaints, disputes, or customer support requests.
Meeting legal, regulatory, insurance, and tax obligations.
Improving service quality, training, and operational planning.
Protecting against fraud, misuse, or security incidents.

We do not sell personal data. We only use customer information in ways that are necessary, proportionate, and consistent with the reason it was collected.

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 legal grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, issuing invoices, and managing service delivery.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, maintaining service records, improving operations, and ensuring security and fraud prevention.

Legal Obligation

We may process personal data where required to comply with legal obligations, including accounting, tax, record-keeping, health and safety, and regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where we ask to use certain optional information for a specific purpose. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency related to health or safety.

4. Sharing Your Information

We may share personal data with trusted third parties when necessary to operate our business and provide services. These parties may act as data processors or, in some cases, as independent controllers. We take reasonable steps to ensure that personal data is handled securely and only for appropriate purposes.

Examples of recipients may include:

Payment processors and invoicing systems.
IT and cloud service providers.
Scheduling, communication, or customer management platforms.
Professional advisers such as accountants, legal advisers, or insurers.
Regulators, law enforcement, or public authorities where required by law.
Subcontractors or operational partners involved in delivering a service, where necessary.

Where processors are used, they are only permitted to process personal data under our instructions and must maintain appropriate security and confidentiality measures. We do not allow processors to use your data for their own unrelated purposes.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer service and booking records are normally kept for a period needed to manage the relationship and follow-up service matters.
Invoice, payment, and tax-related records are retained for the period required by law.
Correspondence and complaint records may be kept for a reasonable period to resolve issues and maintain accurate business records.
Security or incident records may be kept longer where needed for legal claims, insurance, or compliance purposes.

When data is no longer needed, we will delete, anonymise, or securely destroy it. We review retention regularly to avoid keeping personal data longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and supplier due diligence. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any suspected incident.

7. Your Rights

Depending on your location and the legal basis for processing, you may have the following rights under data protection law:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data to you or another organisation.
Right to withdraw consent – where processing is based on consent.
Right to complain – to raise concerns with the relevant data protection authority.

We will respond to valid requests within the time limits required by law. In some cases, we may need to verify your identity or ask for additional details before responding. Certain rights may not apply in every situation, particularly where we must retain data to meet legal obligations or defend legal claims.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms.

9. Children’s Data

Our services are generally aimed at adults arranging cleaning services for homes or businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult with authority to do so. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Key Points

This policy explains how Chiswick Carpetcleaning handles customer data responsibly and lawfully. In summary, we collect only the information needed to deliver services, use it for clear and limited purposes, rely on lawful bases such as contract, legitimate interests, consent, and legal obligation, retain data only as long as necessary, and share it only with trusted processors or where required by law. Your rights matter, and we aim to respect and support them at all times.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.