Privacy Policy

Carpetcleaning W9 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 safeguard personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Carpetcleaning W9 customers in area, including anyone who requests a quote, books a service, receives a service, or communicates with us about our services.

1. Who We Are

Carpetcleaning W9 provides professional carpet and related cleaning services for domestic and commercial customers in the area. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services. This means we determine the purposes and means of processing your personal data.

2. Information We Collect

We collect only the personal data that is necessary for us to provide our services, manage bookings, maintain records, and meet legal obligations. The types of data we may collect include:

Identity details such as your name.
Contact details such as your telephone number and email address.
Address details for the property where services are provided.
Booking and service details including appointment dates, service preferences, and notes relevant to the work requested.
Payment and billing information where needed to process transactions and keep financial records.
Communication records such as messages, enquiries, complaints, and feedback.
Technical information if you visit our digital systems, such as basic device or usage data, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it to us, for example where it is relevant to access arrangements or service delivery. We ask that you avoid sharing unnecessary sensitive information.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To schedule, confirm, and complete cleaning services.
To manage customer records and service history.
To process payments, issue receipts, and maintain accounting records.
To communicate about appointments, changes, or service issues.
To handle complaints, disputes, or claims.
To improve our services and customer experience.
To comply with legal, tax, insurance, and regulatory obligations.

We only use your personal data when we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis to process your personal data. Depending on the circumstances, Carpetcleaning W9 relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes arranging services, confirming appointments, carrying out cleaning work, and taking payment where applicable.

Legal Obligation

We may process and retain certain information to comply with legal duties, such as accounting requirements, tax obligations, and record-keeping obligations.

Legitimate Interests

We may use your data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing our customer database, preventing fraud, improving service quality, and defending legal claims. We always consider whether our interests are proportionate and reasonable.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain marketing communications. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. We may share information only where necessary and lawful. This can include sharing data with trusted processors or service providers who assist us in delivering our services. These processors may include:

Payment service providers who handle card or online transactions.
Accounting or bookkeeping providers who support our financial administration.
IT, storage, or system support providers who help us secure and operate our records.
Communication service providers that help us send messages or manage enquiries.
Professional advisers, insurers, or legal advisers where required.

All processors are required to process personal data only on our instructions, keep it secure, and comply with applicable data protection law. We take reasonable steps to ensure that any third party handling your data protects it appropriately.

We may also disclose information if required by law, court order, law enforcement request, or to protect our legal rights, customers, or business operations.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it is held.

Customer and booking records are retained for a reasonable period to manage services, resolve queries, and maintain business records.
Invoice and payment records are kept for the period required by tax and accounting law.
Communication records may be retained while needed to respond to enquiries, evidence service delivery, or handle complaints.
Legal or insurance-related records may be kept for longer where necessary to establish, exercise, or defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We review retention periodically to ensure data is not kept longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of data.

While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risks as far as reasonably possible. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take action in line with legal requirements.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Depending on the circumstances, these may include:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided in a structured, commonly used format where applicable.
Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before processing your request. Some rights may be limited where we have a legal obligation or a compelling legitimate reason to continue processing the data.

9. Marketing Communications

We only send marketing messages where permitted by law. If you have consented to receive such communications, you can opt out at any time. Where we rely on legitimate interests for limited marketing in line with applicable rules, you still have the right to object.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children without appropriate authority. If we become aware that we have collected such information without a lawful basis, we will take steps to remove it.

11. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include using countries with adequacy regulations or applying approved contractual protections.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. 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 we protect personal data.

13. Summary of Our Commitment

Carpetcleaning W9 is committed to using personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear purposes, retain it only as long as necessary, and apply safeguards to protect it. This Privacy Policy applies to all Carpetcleaning W9 customers in area and is intended to give you clear information about your rights and how we handle your information.

Key points

Data collection: We collect contact, booking, payment, and service information needed to deliver our services.
Lawful basis: We rely on contract, legal obligation, legitimate interests, and sometimes consent.
Retention: We keep data only for as long as needed or required by law.
Processors: We use trusted third parties under written instructions and safeguards.
User rights: You can access, correct, erase, restrict, object, or port your data in appropriate cases.