Privacy Policy - Carpetcleaning Fulham

This Privacy Policy explains how Carpetcleaning Fulham collects, uses, stores, shares, and protects personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Carpetcleaning Fulham customers in the area, including current, former, and prospective customers who request carpet cleaning, upholstery cleaning, stain treatment, or related domestic or commercial services.

We are committed to handling personal data fairly, securely, and transparently. This policy is intended to help customers understand what information is processed, why it is processed, how long it is kept, and what rights are available to individuals under data protection law.

1. Personal Data We Collect

Carpetcleaning Fulham may collect personal data directly from customers, indirectly from third parties, or automatically through communications. The exact information collected depends on the nature of the service requested and the way a customer interacts with us.

Information you provide

Identity details such as your name.
Contact details such as your address, email address, and telephone number.
Service details including property access notes, room information, carpet type, upholstery type, and cleaning preferences.
Payment-related details where required for invoicing, payment processing, or accounting records.
Communication records such as messages, feedback, complaints, and service instructions.

Information collected automatically

Technical data such as device type, browser type, and basic usage information if a digital booking or enquiry system is used.
Operational records such as appointment logs, service history, and internal notes created during the provision of services.

Information from third parties

We may receive personal data from property managers, landlords, tenants, business clients, payment providers, or referral partners where this is necessary to arrange or deliver a service. We only use such information where there is a lawful basis and where the data is relevant to the service provided.

2. How We Use Personal Data

Carpetcleaning Fulham uses personal data only for legitimate business and legal purposes. These include:

Managing enquiries and arranging service appointments.
Delivering carpet cleaning and related services.
Confirming access arrangements, service instructions, and property requirements.
Processing payments, issuing invoices, and maintaining financial records.
Responding to questions, complaints, or follow-up requests.
Improving service quality, training, and internal operations.
Meeting legal, tax, accounting, and insurance obligations.
Protecting against fraud, misuse, or security incidents.

We do not use personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so and the change is permitted under data protection law.

3. Lawful Basis for Processing

Under the UK GDPR, Carpetcleaning Fulham must have a lawful basis for every use of personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process personal data when it is necessary to provide a quote, make a booking, carry out cleaning services, manage payment, or fulfil a customer request. Without this information, we may be unable to complete the service.

Legal obligation

We may process and retain data where required to comply with legal obligations, including tax rules, accounting requirements, record keeping, and regulatory duties.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests do not override the rights and freedoms of the individual. Examples include service administration, business record keeping, fraud prevention, customer support, and improving operations. We always consider whether the processing is proportionate and respectful of privacy.

Consent

Where consent is required, such as for certain optional communications or non-essential uses of data, we will obtain it clearly and separately. Consent may be withdrawn at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. How We Share Personal Data

We do not sell personal data. However, in order to operate effectively, we may share limited information with trusted third parties acting as data processors or independent controllers, where necessary and lawful.

Payment processors to handle transactions securely.
Accounting and bookkeeping providers to maintain financial records.
IT and cloud service providers that support storage, communication, and administration.
Scheduling or customer management tools used for booking and service management.
Professional advisers such as insurers, lawyers, or accountants where necessary.
Public authorities where disclosure is required by law.

When data is shared with processors, they are only permitted to act on our instructions and must apply appropriate security measures. If a third party acts as an independent controller, that party is responsible for its own data handling practices.

5. Data Retention

Carpetcleaning Fulham retains personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

Customer and service records are generally kept for the period needed to manage the relationship and resolve any follow-up issues.
Financial and transaction records are retained for the time required by tax and accounting law.
Communication records may be retained for a reasonable period to manage complaints, service history, or legal claims.
Technical and operational logs are kept only as long as needed for security, troubleshooting, or administrative purposes.

When data is no longer needed, it is securely deleted, anonymised, or archived in a way that prevents unnecessary access. Retention is reviewed periodically to ensure that information is not kept longer than required.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party access.

While no system can be guaranteed completely secure, we take privacy and security seriously and review our safeguards regularly. Staff and contractors who handle personal data are expected to act responsibly and only access data when required for legitimate business purposes.

7. User Rights

Individuals whose data is processed by Carpetcleaning Fulham have rights under data protection law. These rights may be exercised subject to legal limitations and applicable exemptions.

Right of access – to request a copy of the personal data we hold.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of data in certain circumstances.
Right to restriction – to ask us to limit how we use data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where 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.

We will respond to valid rights requests within the time limits required by law, normally within one month, unless the request is complex or multiple requests are made. In some cases, we may need to verify identity before acting on a request to ensure data is protected.

8. Children’s Data

Carpetcleaning Fulham services are generally intended for adults or those arranging services on behalf of a household or business. We do not knowingly collect personal data from children except where it is incidentally included in service arrangements and only where necessary and lawful. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

9. International Transfers

Where personal data is stored or processed outside the United Kingdom by a service provider, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. These safeguards are designed to protect personal data to a standard consistent with UK GDPR requirements.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any revised version will continue to apply to all Carpetcleaning Fulham customers in the area from the time it is published. Where changes are significant, we will take reasonable steps to make them known.

11. Our Commitment

Carpetcleaning Fulham believes privacy should be handled with clarity, fairness, and respect. We only collect data that is necessary, use it for clear purposes, and keep it only for as long as required. We also expect our processors and partners to handle data responsibly and securely.

If you are a customer and wish to understand more about how your data is used, your rights, or the protections applied to your information, this policy sets out the main principles we follow. By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.