Privacy Policy - Carpetcleaning Kentishtown

Carpetcleaning Kentishtown is committed to protecting the privacy and personal data of all customers in the Kentishtown area. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information when we provide carpet cleaning and related services. It applies to all Carpetcleaning Kentishtown customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

1. Who We Are

For the purposes of data protection law, Carpetcleaning Kentishtown acts as the data controller for the personal data we collect and process in connection with our services. This means we determine how and why your personal data is used. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We only collect personal data that is necessary for providing our services, managing our relationship with you, and meeting legal or business obligations. The types of information we may collect include:

Identity information such as your name, title, and any relevant business or household details.
Contact details such as phone number, email address, and service address.
Service information such as booking details, cleaning preferences, property access notes, and records of work carried out.
Payment information such as transaction status, invoice records, and payment confirmations. We do not store more payment information than is necessary for processing and accounting purposes.
Communication records such as emails, text messages, calls, complaints, feedback, and customer service notes.
Technical information where relevant, such as device or usage details if you interact with our digital systems, booking forms, or online records.

We do not intentionally collect special category data unless it is strictly required and you have provided it for a specific reason. For example, this could occur if you share health-related access needs or sensitivities that help us carry out the service safely. Where such information is shared, we handle it with extra care and only process it when lawful to do so.

3. How We Use Your Data

We use personal data for legitimate business and service purposes, including:

responding to enquiries and managing bookings;
providing carpet cleaning and related services;
confirming appointments, instructions, and access arrangements;
processing payments, issuing invoices, and maintaining accounting records;
handling complaints, refunds, and service follow-up;
improving our services, quality standards, and customer experience;
maintaining internal records and fulfilling legal obligations.

We will only use your personal data in a way that is fair, lawful, and transparent. We do not use customer data for unrelated purposes that are incompatible with the original reason for collection.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging services, confirming jobs, delivering cleaning work, and managing payment for services requested.

Legal Obligation

We may process data to comply with legal requirements, such as tax rules, accounting duties, consumer law, or responding to valid regulatory requests.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This can include managing customer records, preventing fraud, maintaining service quality, and resolving disputes. We always consider whether the processing is necessary and proportionate.

Consent

In limited situations, we may ask for your consent, for example where we need to use optional information or send non-essential marketing communications. Where consent is used, you can withdraw it at any time.

5. Sharing Your Information

We only share personal data when it is necessary and appropriate. We may share information with trusted third parties that help us operate our business and deliver services. These may include:

Payment processors who help manage transactions securely;
IT and cloud service providers who host secure systems, email, storage, or booking tools;
Accountants or professional advisers where required for tax, financial, or legal support;
Subcontractors or service partners who assist in carrying out booked services, where necessary;
Regulators, law enforcement, or courts where disclosure is required by law.

Where we use third-party service providers, they act as processors and only handle personal data on our instructions. We require them to use appropriate security measures and to process data only for the agreed purpose.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, and record-keeping requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records are usually retained for the duration of the service relationship and for a reasonable period afterward in case of follow-up, disputes, or repeat services.
Financial and invoice records are kept for the period required by tax and accounting law.
Communication records may be kept for as long as needed to manage service history, resolve complaints, or protect our legal position.

When personal data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices. We do not keep data indefinitely.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and careful management of third-party systems. While no system can be guaranteed completely secure, we work to maintain an appropriate level of protection for all data we process.

8. International Transfers

If any of our processors store or process data outside the UK, we will take appropriate steps to ensure your data is protected to a standard recognised by applicable data protection law. This may include the use of approved safeguards and contractual protections.

9. Your Rights

As a data subject, you have rights over your personal information. Subject to legal limitations, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your personal data in certain circumstances;
Restrict how we process your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us where applicable;
Withdraw consent where we rely on consent to process your data;
Lodge a complaint with the Information Commissioner's Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We will respond within the time limits required by law and will inform you if an exemption applies.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a household service arrangement and provided by an appropriate adult. If we become aware that we have collected data incorrectly, we will take steps to delete it where appropriate.

11. Marketing

If we send you marketing communications, we will do so only where the law allows it. You can opt out of marketing at any time. Service-related messages, such as appointment confirmations or important updates, are not marketing and may still be sent where necessary for the service.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updates will apply from the date they are made available. We encourage customers in the Kentishtown area to review this policy periodically to stay informed about how their data is handled.

13. Summary of Our Commitment

Carpetcleaning Kentishtown respects your privacy and is committed to using personal data responsibly. We collect only the information we need, process it under a lawful basis, keep it no longer than necessary, and share it only with trusted processors or where required by law. We also recognise and support your rights under data protection law.

This policy applies to all Carpetcleaning Kentishtown customers in the area.