West Hampstead Carpet Cleaners Privacy Policy
This Privacy Policy explains how West Hampstead Carpet Cleaners collects, uses, stores and protects your personal data when you use our carpet and upholstery cleaning services. It applies to all West Hampstead Carpet Cleaners customers in the local area and to anyone who makes an enquiry or otherwise interacts with us in relation to our services.
Who we are and scope of this policy
West Hampstead Carpet Cleaners is a local cleaning service provider offering carpet, rug and upholstery cleaning services to residential and commercial customers. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller for the personal data we collect and process about our customers and prospective customers.
This Privacy Policy covers personal data that we collect from customers, prospective customers and individuals who contact us in connection with our services within the West Hampstead and surrounding area.
Personal data we collect
We only collect personal data that is necessary for the purposes described in this policy. The categories of personal data we may collect include:
Identification and contact details: name, address, postcode, and any other contact details you choose to provide to arrange services or request information.
Service details: information about the property or premises where cleaning is required, such as type of property, access instructions, room descriptions and any relevant notes about furniture or materials.
Booking and transaction information: dates and times of bookings, services requested, prices, discounts or offers applied and payment status. If you pay electronically, basic payment confirmation or reference details may be recorded, but we do not store full payment card details.
Communication records: details of enquiries, complaints, feedback or other communications you send to us, including by phone, text message or other messaging services, and any responses we provide to you.
Marketing preferences: information about whether you wish to receive marketing communications from us and how you prefer to be contacted.
How we collect your data
We collect personal data directly from you when you contact us, request a quote, make a booking, use our services, or communicate with us. This can be by phone, text message, online form or any other contact method you choose to use.
We may also receive limited personal data indirectly from third parties acting on your behalf, for example where a managing agent, landlord or business contact books our services for your premises and provides your name and contact details for access and coordination purposes.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis to do so. The main purposes and corresponding lawful bases are:
To provide our cleaning services: we use your contact and service details to provide quotes, schedule appointments, attend your property and carry out the services you request. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage bookings and customer relationships: we process your data to confirm appointments, send reminders, adjust bookings, handle queries and maintain service records. The lawful basis is performance of a contract and our legitimate interests in managing our business efficiently.
To process payments and accounting records: we use booking and transaction data to issue invoices, record payments and maintain financial records. The lawful bases are performance of a contract and compliance with legal obligations relating to accounting and taxation.
To respond to enquiries and complaints: we handle enquiries, feedback and complaints using your contact details and communication records. The lawful bases are performance of a contract, legitimate interests in ensuring quality of service and, where relevant, compliance with legal obligations.
To send marketing communications: with your consent, we may use your contact details to send information about services, offers or updates. Where permitted by law, we may also rely on our legitimate interests in promoting our services to existing customers, while always respecting your right to opt out at any time.
To maintain safety and security: in limited circumstances we may process personal data to protect our staff, customers and property, and to prevent or address fraud or misuse of our services. The lawful basis is our legitimate interests and, where applicable, compliance with legal obligations.
Data sharing and processors
We do not sell your personal data. We only share it where necessary for the purposes described in this policy, or where we are legally required to do so.
We may use carefully selected third parties who act as data processors on our behalf. These may include:
IT and hosting providers: to host our systems, maintain our website, manage data storage and back-ups.
Booking, scheduling or customer management tools: to help us organise appointments, track jobs and manage customer information.
Payment and accounting service providers: to process payments securely and maintain our financial records.
Communication service providers: to send service messages, confirmations or marketing communications according to your preferences.
When we use processors, they may only process your personal data on our documented instructions, must keep it secure and must not use it for their own purposes. We also share personal data with professional advisers and with authorities or regulators where we are required or permitted by law.
International transfers
If any of our service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include using countries that have been formally recognised as providing an adequate level of protection, or putting in place standard contractual clauses or equivalent measures approved by relevant regulators.
Data retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting or reporting obligations.
Customer and booking records are generally retained for a period that allows us to respond to queries about previous work and to maintain accurate financial and tax records. Communication records connected to enquiries and complaints may be kept for as long as needed to address the issue and to demonstrate how it was resolved.
Marketing contact details are retained while you remain subscribed or until you object to or withdraw your consent for marketing. When we no longer need your data, we will securely delete it or anonymise it so that it no longer identifies you.
Your data protection rights
You have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions in data protection law. These include:
Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how we use it.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing: you can request that we restrict our use of your data in certain situations, for example while we check its accuracy or consider an objection you have raised.
Right to data portability: in some cases you can request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller, where this is technically feasible.
Right to object: you can object at any time to our processing of your personal data based on our legitimate interests, including any profiling based on those interests. You also have an absolute right to object to direct marketing.
Rights relating to automated decision making: you have rights in relation to decisions based solely on automated processing, including profiling, if such decisions have legal or similarly significant effects on you. West Hampstead Carpet Cleaners does not currently carry out this type of automated decision making in relation to customers.
Exercising your rights and contacting us
If you wish to exercise any of your data protection rights, or if you have any questions, concerns or complaints about how we handle your personal data, you can contact us using the contact methods published on our main service information. We will respond to your request in accordance with applicable data protection laws and normally within one month.
You also have the right to raise a concern or lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have used your data. We encourage you to contact us first so that we have an opportunity to address your concerns.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include controlling access to systems and records, using secure storage methods and limiting personal data to what is necessary for the relevant purpose.
While we take reasonable steps to keep your data safe, no method of transmission or storage is completely secure. You also play an important role in keeping your information secure by taking care when sharing your details and by contacting us promptly if you believe your data may have been compromised.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we use personal data, or changes in law or guidance. Any updated version will be made available with a revised date. We recommend that you review this policy periodically so that you remain informed about how we handle your personal data.
This Privacy Policy applies to all West Hampstead Carpet Cleaners customers in our service area and is intended to help you understand how and why we use your personal data and the choices and rights available to you under data protection law.