Privacy Policy - Carpetcleaning KT2

This Privacy Policy explains how Carpetcleaning KT2 collects, uses, stores, shares, and protects personal data in relation to services provided to customers in the KT2 area. It applies to all Carpetcleaning KT2 customers in the area, including individuals who enquire about our services, receive quotations, book appointments, or otherwise interact with us in connection with carpet cleaning and related services.

1. Who We Are

Carpetcleaning KT2 is a service provider operating in the KT2 area. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as a data controller in relation to the personal information we collect and process about our customers and potential customers.

We are committed to handling personal data in a lawful, fair, and transparent manner. We only collect information that is necessary for delivering services, managing customer relationships, meeting legal obligations, and improving our operations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information such as your name and title.
Contact information such as address details within KT2, email address, and telephone number.
Service information such as booking details, property access notes, service preferences, and instructions relevant to the cleaning work.
Payment information such as billing records, invoices, and transaction confirmations.
Communication records including emails, messages, and notes relating to enquiries, complaints, feedback, or service updates.
Technical information where applicable, such as limited website or device data used for security and service administration.

We do not intentionally collect special category personal data unless it is provided by you voluntarily and is necessary for a specific service request. If such data is ever needed, it will only be processed where a lawful basis applies and appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, deliver, and manage cleaning services;
to process payments and maintain accurate records;
to communicate about appointments, changes, or service issues;
to handle complaints, feedback, and customer support matters;
to meet legal, accounting, and tax obligations;
to protect the security of our business, staff, and customers;
to improve our services, workflows, and customer experience.

We only use personal data in ways that are compatible with the original reason it was collected, unless we have a lawful basis to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Carpetcleaning KT2 may rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, providing services, issuing invoices, and managing related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, customer relationship management, fraud prevention, internal record keeping, and business improvement.

Legal Obligation

We may process and retain certain information where required by law, such as accounting records, tax documentation, and evidence necessary for compliance with regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive non-essential communications or where specific optional processing is carried out. Where consent is used, you may withdraw it at any time.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary for service delivery, administration, or compliance. These third parties act as processors or independent controllers depending on the circumstances.

Examples may include:

payment service providers;
accounting or bookkeeping services;
IT and data storage providers;
communication and scheduling tools;
professional advisers such as legal or tax advisers;
public authorities where disclosure is required by law.

We require processors to handle data securely and only in accordance with our instructions and applicable data protection law. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason it is held.

In general, service and transaction records may be kept for several years after the end of the customer relationship to comply with tax and financial obligations, resolve disputes, and maintain business records. When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of safely.

We review retention needs regularly and only keep information for the minimum period required.

7. Data Security

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

Although we take reasonable steps to protect data, no system can be guaranteed to be completely secure. We therefore encourage customers to contact us promptly if they believe any information has been misused or disclosed in error.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and legal basis for processing.

Right of access - you may request a copy of the personal data we hold about you.
Right to rectification - you may ask us to correct inaccurate or incomplete information.
Right to erasure - you may request deletion of your data in certain cases.
Right to restrict processing - you may ask us to limit how your data is used in some situations.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to data portability - you may request transfer of data you provided to us, where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations, standard contractual protections, or equivalent legal mechanisms where required.

10. Third-Party Processors

Where we use external service providers to support our operations, they may process personal data on our behalf. These processors are selected carefully and are required to:

act only on our documented instructions;
implement appropriate security measures;
keep personal data confidential;
assist us in meeting data protection obligations where appropriate;
delete or return data when the service arrangement ends, where applicable.

We remain responsible for ensuring that all processing is conducted in line with data protection principles.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is incidentally provided in connection with a household service request. Where this occurs, we process such information only when necessary and with appropriate safeguards.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updates will take effect when published, and the revised policy will govern subsequent processing of personal data.

13. Summary of Our Commitment

Carpetcleaning KT2 is committed to respecting your privacy and handling your personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it no longer than necessary, and protect it through appropriate safeguards. This policy applies to all Carpetcleaning KT2 customers in the area and supports our commitment to transparency, security, and compliance with data protection law.

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