Privacy Policy - Perivale Carpet Cleaners

This Privacy Policy explains how Perivale Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Perivale Carpet Cleaners customers in the area, including individuals who enquire about our services, receive a quotation, make a booking, or otherwise interact with us in relation to carpet, upholstery, rug, mattress, and related cleaning services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We also aim to ensure that your information is used only for legitimate business purposes and retained only for as long as necessary.

1. Information We Collect

We collect and process personal data that you provide to us directly, data generated during our service delivery, and limited technical information where relevant. The exact information collected depends on how you interact with us and the type of service requested.

Information you provide

Identity details: such as your name and title.
Contact details: such as your address, telephone number, and email address.
Service details: information about the cleaning service requested, property access notes, preferred appointment times, and special instructions.
Communication records: messages, enquiries, complaints, feedback, and booking confirmations.
Payment-related information: transaction details and billing records. We do not keep payment data longer than necessary for administration, accounting, and compliance purposes.

Information collected automatically or during service use

Job and service records: details of completed services, cleaning notes, and customer preferences.
Technical information: limited device or usage data if you communicate with us through digital channels, where applicable.
Operational records: scheduling and attendance information relating to service delivery.

We do not seek to collect special category data unless it is strictly necessary and you choose to disclose it to us, for example where access arrangements or health-related considerations affect service delivery. If such information is shared, we will treat it with enhanced care and only process it where permitted by law.

2. How We Use Your Data

Your personal data is used only for clear and legitimate purposes connected to our services and business operations. These include:

responding to enquiries and providing quotations;
booking, managing, and delivering cleaning services;
contacting you about appointments, service updates, or changes;
processing payments and maintaining accounting records;
handling complaints, disputes, or service issues;
maintaining internal records and service history;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, and customers from fraud or misuse.

We do not use your personal information for unrelated purposes. If we ever need to use your data in a new way, we will ensure there is a valid legal basis and provide appropriate notice where required.

3. Lawful Basis for Processing

We only process personal data where a lawful basis under UK GDPR applies. Depending on the situation, our lawful bases may include the following:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, taking payment, and communicating about the work requested.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service administration, record keeping, improving customer service, preventing misuse, and responding to complaints.

Legal obligation

Some data must be retained or processed to comply with legal requirements such as tax, accounting, insurance, or other statutory obligations.

Consent

In limited circumstances, we may rely on consent, for example where you voluntarily provide optional information or agree to a specific type of communication not required for service delivery. You may withdraw consent at any time, although this will not affect processing already carried out lawfully before withdrawal.

4. Sharing Your Information

We may share personal data only when necessary and only with trusted third parties who support our operations. These third parties act as processors or independent data controllers depending on the nature of the service provided.

Processors we may use

Payment service providers: to process customer payments securely.
Accounting and bookkeeping providers: to manage financial records and tax compliance.
IT and cloud storage providers: to store business records, emails, and administrative files.
Scheduling and communications tools: to manage appointments and customer correspondence.
Professional advisers: such as accountants, insurers, or legal advisers where necessary.

We only engage processors that provide appropriate safeguards and are contractually required to protect your data, process it only on our instructions, and keep it secure. We do not sell your personal data.

We may also disclose personal data if required by law, regulation, court order, or to protect our legal rights, property, staff, or customers.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and operational requirements. Retention periods vary depending on the type of data and the context in which it was collected.

Customer service records: kept for a reasonable period to manage repeat bookings, disputes, and service history.
Financial and transaction records: retained for the period required by tax and accounting law.
Communications and enquiries: retained for operational follow-up and record keeping, then securely deleted or anonymised.
Complaint or legal records: retained for as long as necessary to resolve issues and meet legal obligations.

When data is no longer required, we will take appropriate steps to delete, anonymise, or securely archive it. We regularly review stored information to ensure retention is not excessive.

6. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, password protection, secure storage, and limiting data access to personnel who need it for their duties.

Although we work to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with legal requirements.

7. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may be subject to legal limitations and exceptions, but we will always assess requests carefully and respond in accordance with applicable law.

Your rights include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain cases.
Right to data portability: to receive certain data in a portable format where legally applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to deal with requests within the timeframe required by law.

8. International Transfers

Where we use service providers that store or process data outside the United Kingdom, we will ensure suitable safeguards are in place so that your personal data remains protected to an appropriate standard. Such safeguards may include approved contractual clauses or other lawful transfer mechanisms.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of service arrangements. If we become aware that we have collected children’s data without appropriate justification, we will take steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Perivale Carpet Cleaners is committed to respecting your privacy and using personal data responsibly. We will only collect what we need, use it for clear purposes, retain it for the proper amount of time, and share it only with trusted processors or where required by law. We aim to maintain a lawful, secure, and transparent approach to all personal information entrusted to us.

This Privacy Policy applies to all Perivale Carpet Cleaners customers in area.