Privacy Policy - Carpetcleaning N7

This Privacy Policy explains how Carpetcleaning N7 collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning N7 customers in the area, including individuals who enquire about, book, receive, or pay for our carpet cleaning services. We are committed to handling personal data in a fair, lawful, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone who:

Requests a quote or makes an enquiry;
Books or receives carpet cleaning services;
Communicates with us by phone, email, text, or other channels;
Makes a payment or receives an invoice;
Visits our premises, where applicable, or interacts with our staff in connection with our services.

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

2. Data we collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, complying with legal duties, and improving service quality. The categories of data we may collect include:

Customer and booking details

Name;
Address and service location;
Telephone number;
Email address;
Service preferences and booking history;
Information about access requirements or appointment instructions.

Payment and transaction data

Payment status;
Invoice details;
Transaction records;
Basic billing information required to complete or record payments.

Communication records

Emails, text messages, call notes, and correspondence related to quotes, bookings, complaints, or queries;
Feedback and service reviews you choose to provide.

Technical and usage information

Where you interact with our digital systems, we may collect limited technical information such as device type, browser details, timestamps, and basic usage logs. This information is used for security, troubleshooting, and service administration.

Special category data

We do not intentionally collect special category data, such as health information, religious beliefs, or biometric data. If such information is accidentally shared with us, we will process it only where necessary and lawful, and we will limit access appropriately. Please avoid sharing unnecessary sensitive information.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotes;
To arrange and deliver carpet cleaning services;
To manage appointments, rescheduling, and service updates;
To issue invoices, process payments, and maintain records;
To handle complaints, disputes, and service-related questions;
To improve our services, staff training, and customer experience;
To comply with legal, tax, accounting, and insurance obligations;
To protect our business, customers, and staff from fraud or misuse;
To maintain appropriate internal administration and audit trails.

We only use data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose is necessary and lawful.

4. Lawful basis for processing

Under data protection law, we must have a valid lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process your personal data when it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes handling bookings, providing services, and taking payment.

Legal obligation

We may process data where required to meet legal obligations, such as tax, accounting, fraud prevention, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, customer communication, quality control, security, and defending legal claims. We take steps to ensure our interests are balanced against your privacy rights.

Consent

In limited circumstances, we may rely on your consent, for example for certain optional communications or where required by law. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

5. How we share personal data

We do not sell your personal data. We may share it only when necessary and appropriate with the following categories of recipients:

Service providers and processors who support us with payment processing, booking systems, data storage, IT support, email services, and administrative functions;
Professional advisers, such as accountants, insurers, legal advisers, or auditors;
Public authorities where required by law, regulation, or lawful request;
Business partners involved in delivering a service you have requested, where necessary and only under appropriate safeguards.

All third parties are required to protect your data and use it only for specified purposes in accordance with data protection law.

6. Processors

Where we use third-party processors, they act only on our instructions and are not permitted to use your personal data for their own purposes. Examples of processor functions may include:

Cloud hosting and secure data storage;
Appointment scheduling and customer management systems;
Payment handling and financial administration;
Email, messaging, and communications tools;
IT maintenance, system backup, and cybersecurity support.

We take reasonable steps to ensure processors provide sufficient guarantees regarding security, confidentiality, and lawful processing. Where required, we put written data processing agreements in place.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records are generally retained for a period necessary to manage customer history and service administration;
Invoice and payment records are retained for the period required by tax and accounting law;
Communication records may be kept for a reasonable period to resolve queries, monitor service quality, or defend legal claims;
Data that is no longer needed is securely deleted, anonymised, or archived where appropriate.

When determining retention periods, we consider the nature of the data, the sensitivity of the information, potential legal claims, and applicable statutory requirements.

8. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of security practices. While no system can be guaranteed completely secure, we take data protection seriously and work to maintain a high standard of security.

9. Your rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to legal limits and exemptions.

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 information;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit processing in certain situations;
Right to data portability – to receive certain data in a structured, commonly used format, where applicable;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where we rely on consent, you may withdraw it at any time;
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

If you exercise any of these rights, we may ask for information to verify your identity before responding.

10. International transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place to protect it, such as an adequacy decision or approved contractual protections. We only allow international transfers where they are lawful and necessary for the operation of our services.

11. Children’s data

Our services are not directed at children, and we do not knowingly collect data from children except where required in connection with a customer’s service request and only to the extent necessary. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of your privacy protections

In summary, Carpetcleaning N7 only processes personal data that is necessary, relevant, and lawful. We use it to provide carpet cleaning services, manage customer relationships, meet legal duties, and maintain secure business operations. We limit access to trusted processors and professionals, retain information only for as long as needed, and respect your data protection rights. This policy is intended to ensure that all Carpetcleaning N7 customers in the area can understand how their personal information is handled with care and accountability.

This policy is designed to be clear, fair, and privacy-focused. It should be read alongside any service terms that may apply to your booking or transaction.