Privacy Policy - Carpetcleaning N2

This Privacy Policy explains how Carpetcleaning N2 collects, uses, stores, shares, and protects personal data when providing services to customers in our area. It applies to all Carpetcleaning N2 customers in area, including anyone who enquires about our services, receives a quotation, books a cleaning appointment, or communicates with us in connection with carpet cleaning, upholstery cleaning, or related services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should help you understand what data we collect, why we use it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal information.

1. Data We Collect

We collect only the personal data needed to provide and manage our services effectively. Depending on your interaction with us, this may include:

Identity information such as your name and any business or household name you provide.
Contact information such as your address, phone number, and email address.
Service information such as details of the property, type of carpet or upholstery, preferred appointment time, service notes, and instructions relevant to the cleaning appointment.
Payment information such as records of payments made, payment status, and transaction references. We do not keep unnecessary payment details beyond what is needed for accounting and record-keeping.
Communication records such as enquiries, complaints, feedback, and messages exchanged in relation to bookings or service delivery.
Technical information where relevant, such as basic website or device data if you interact with our digital services. This may include usage logs or IP-related data used for security and operational purposes.

We do not intentionally collect sensitive special category data unless it is voluntarily provided and necessary for a specific reason. If such information is provided, we will handle it with additional care and only where a lawful basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To schedule, confirm, and deliver cleaning services.
To manage customer accounts, invoices, and payment records.
To communicate about appointments, service changes, or follow-up matters.
To handle complaints, requests, or service feedback.
To maintain business records, accounting records, and legal compliance documents.
To improve our services, internal operations, and customer experience.
To protect against fraud, misuse, or unauthorised access.

We only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or where the law permits otherwise.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Carpetcleaning N2 relies on the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, issuing invoices, and communicating about the services you request.

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. This may include service improvements, administrative management, record maintenance, and limited use of customer information to follow up on existing service relationships.

Legal Obligation

We may process and retain certain information where necessary to comply with legal and regulatory obligations, such as tax, accounting, and record-retention requirements.

Consent

Where consent is required, we will ask for it clearly and separately. For example, if we ever use your information for optional marketing or non-essential communications, we will rely on your consent and you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and to satisfy legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the context in which it is used.

Booking and service records are usually kept for a period necessary to manage customer relationships, handle queries, and maintain service history.
Invoice and payment records are retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to resolve disputes, confirm service details, or manage complaints.
Consent records are kept as long as needed to demonstrate compliance with data protection obligations.

When personal data is no longer required, it will be securely deleted, anonymised, or archived in a way that prevents identification, where appropriate.

5. Processors and Sharing of Data

We may share personal data with trusted third-party service providers, known as processors, who process data on our behalf and under our instructions. These may include:

Payment processing providers.
Accounting or bookkeeping software providers.
Scheduling, calendar, or administrative tools.
IT support, cloud storage, or data hosting providers.
Communication service providers used to send messages or manage records.

Processors are required to keep your personal data secure, use it only for the services they provide to us, and comply with applicable data protection laws. We do not sell your personal data. We do not share your information with unrelated third parties unless required by law, necessary to enforce our legal rights, or needed to protect the rights, property, or safety of Carpetcleaning N2, our customers, or others.

If data is transferred outside the UK, we will take steps to ensure appropriate safeguards are in place so that your information remains protected to an adequate standard.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful selection of trusted processors. While no method of transmission or storage is completely secure, we work to maintain appropriate safeguards for the nature of the data we hold.

7. Your Rights

Under data protection law, you have important rights in relation to your personal data. Depending on the circumstances, 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 situations.
Restrict how we process your data in certain circumstances.
Object to processing based on legitimate interests.
Data portability for information you provided to us, where applicable.
Withdraw consent at any time where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to raise any concerns directly so that we can try to resolve them promptly.

8. Children’s Data

Our services are aimed at adults arranging domestic or commercial cleaning. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer and is necessary for service delivery or communication. If we become aware that we have collected data that is not needed, we will take steps to delete it appropriately.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how Carpetcleaning N2 protects personal data.

10. Summary of Our Commitment

Carpetcleaning N2 is committed to processing personal data responsibly and lawfully. We collect only what is necessary, use it for clear and legitimate purposes, keep it for no longer than needed, and work with trusted processors under appropriate safeguards. We respect your rights and aim to handle all customer information with care, transparency, and integrity.

This Privacy Policy applies to all Carpetcleaning N2 customers in area.