Privacy Policy - Carpetcleaning N1
Carpetcleaning N1 is committed to protecting the privacy and personal data of all customers in area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our cleaning services. It applies to all Carpetcleaning N1 customers in area, including individuals who request quotes, book services, communicate with us, or receive our services.
1. Who we are
For the purposes of the UK GDPR and the Data Protection Act 2018, Carpetcleaning N1 acts as the data controller for personal data we collect and process in the course of providing our services. This means we determine the purposes and means of processing personal data. We take our responsibilities seriously and aim to process personal information lawfully, fairly, and transparently.
2. Personal data we collect
We only collect information that is necessary for delivering our services, managing customer relationships, and meeting legal obligations. The types of personal data we may collect include:
- Identity information such as your name or title
- Contact information such as address, email address, and telephone number
- Service details such as property access information, cleaning preferences, and requested service dates
- Transaction information such as payment confirmations, invoices, and service history
- Communication records such as emails, messages, call notes, and feedback
- Technical information such as basic website usage data if you interact with online forms or booking tools
In limited cases, we may also process special category data if you voluntarily provide it and it is necessary for a specific purpose, such as access requirements or health-related instructions relevant to service delivery. When this occurs, we handle it with additional safeguards and only where a lawful basis exists under data protection law.
3. How we collect your data
We may collect personal data directly from you when you:
- request a quotation or service
- book or amend an appointment
- contact us by phone, email, or message
- pay for services or request an invoice
- provide feedback or make a complaint
We may also receive information from third parties where it is necessary to provide our services, such as building managers, landlords, or family members arranging services on behalf of a customer, provided they are authorised to share the information.
4. Purposes and lawful basis for processing
We process personal data only when we have a lawful basis to do so. Depending on the situation, our processing may rely on one or more of the following lawful bases:
Contract
We process your personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, providing cleaning services, communicating about service details, and issuing invoices.
Legitimate interests
We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining records, preventing fraud, managing customer enquiries, and handling internal administration. Where we rely on legitimate interests, we consider your reasonable expectations and the nature of the data involved.
Legal obligation
We may process information where needed to comply with legal or regulatory requirements, such as tax recordkeeping, accounting, or responding to lawful requests from public authorities.
Consent
In some situations, we may rely on your consent, for example where you provide optional information that is not necessary to deliver the service. If we rely on consent, you may withdraw it at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
5. How we use your information
We use personal data to:
- provide and manage cleaning services
- respond to enquiries and customer requests
- keep accurate service and transaction records
- send confirmations, reminders, and service-related updates
- process payments and issue invoices
- maintain the quality and safety of our services
- meet legal, accounting, and insurance requirements
We do not use your personal data for unrelated purposes without first ensuring that a lawful basis exists and that the new use is compatible with the original purpose.
6. Sharing your data with processors and other parties
We may share personal data with trusted third parties who act as processors on our behalf. Processors only handle data under our instructions and are required to keep it secure and confidential. These may include:
- payment service providers
- accounting and bookkeeping providers
- IT and cloud storage providers
- customer management or scheduling systems
- professional advisers such as insurers, auditors, or legal advisers where necessary
We may also disclose personal data if required by law, court order, or regulatory authority, or where it is necessary to protect our rights, property, or the safety of our customers or staff.
Carpetcleaning N1 ensures that all processors are subject to appropriate contractual obligations, including confidentiality, data security, and compliance with data protection law.
7. International transfers
If any processor stores or processes data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. We take reasonable steps to ensure your personal information remains protected at a standard consistent with UK data protection requirements.
8. Data retention
We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, reporting, and insurance requirements. The retention period may vary depending on the type of record and the reason for holding it.
As a general approach:
- customer service records are kept for a period necessary to manage the business relationship and handle queries or complaints
- financial and tax records are retained for the period required by applicable law
- enquiry records may be retained for a limited time where no booking is made
When personal data is no longer needed, we securely delete, anonymise, or destroy it.
9. Security of personal data
We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limited access to records on a need-to-know basis.
While no system can be guaranteed completely secure, we work to protect your information using measures that are appropriate to the nature of the data and the risks involved.
10. Your rights
Under data protection law, you may have the following rights in relation to your personal data:
- Right of access – to request a copy of the personal data we hold about you
- Right to rectification – to request correction of inaccurate or incomplete data
- Right to erasure – to request deletion of your data in certain circumstances
- Right to restriction – to request that we limit how we use your data in certain situations
- Right to object – to object to processing based on legitimate interests or direct marketing
- Right to data portability – to receive certain data in a portable format where applicable
- Right to withdraw consent – where processing is based on consent
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly.
11. Children’s data
Our services are not intended for children acting on their own behalf. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service request. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published or otherwise communicated to customers where appropriate. We encourage customers to review the policy periodically to stay informed about how we protect personal information.
13. Summary of our approach
Carpetcleaning N1 handles personal data carefully and only when necessary. We collect information for service delivery, administration, legal compliance, and customer support. We rely on lawful bases such as contract, legitimate interests, consent, and legal obligation. We retain data only for as long as needed, share it only with trusted processors or where legally required, and respect your rights under data protection law. This policy applies to all Carpetcleaning N1 customers in area.
By using our services, you acknowledge that you have read and understood this Privacy Policy.