Carpet Cleaning Kingston Privacy Policy

This Privacy Policy explains how Carpet Cleaning Kingston collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Kingston area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Carpet Cleaning Kingston customers and individuals who contact us, request a quote, make a booking, visit our website, or otherwise interact with our services within the Kingston area.

Who we are

Carpet Cleaning Kingston is a carpet and upholstery cleaning service provider operating in the Kingston area. For the purposes of data protection law, Carpet Cleaning Kingston is the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.

Personal data we collect

We collect and process personal data that is necessary for us to provide our services, manage our relationship with you, and comply with legal obligations. The categories of personal data we may collect include:

Identity and contact details: name, address, service address, and general contact information such as your preferred method of contact.

Booking and service information: details of the services you request, property type and size, access instructions you choose to provide, preferred dates and times, and information about your previous bookings with us.

Communication records: information you provide when you contact us by phone, through online forms, or in writing, including enquiries, complaints, and feedback.

Payment information: limited payment-related information required to process your transactions, such as payment confirmation and billing details. Payment card details are handled via secure payment processors and are not stored by us where we can avoid doing so.

Technical and usage data: if you visit our website, we may collect information such as your IP address, browser type, device type, and information about how you use our website. This may be collected through cookies or similar technologies where permitted by law.

How we collect your data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us about our services, complete an online form, or provide feedback. We may also collect data indirectly when you browse our website or interact with our online content.

In some cases we may receive personal data from third parties where this is necessary for us to provide our services, for example from property managers or landlords who arrange cleaning on your behalf. In such cases, we will ensure that those third parties have a lawful basis to share your data with us.

Purposes and lawful basis for processing

We only process personal data where we have a lawful basis to do so. The main purposes for which we process your data and the lawful bases are as follows:

To provide and manage our services: including handling enquiries, providing quotes, scheduling and delivering cleaning services, and managing payments. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To communicate with you: including confirming bookings, answering questions, rescheduling appointments, and responding to complaints or feedback. The lawful basis is performance of a contract and our legitimate interests in providing effective customer service.

To manage our business and improve our services: including internal administration, quality control, staff training, and service improvement. The lawful basis is our legitimate interests in running and developing our business.

To send marketing communications: where you have given consent, we may send you information about our services, offers, or promotions that we think may be of interest. The lawful basis is your consent, which you can withdraw at any time.

To comply with legal obligations: including record keeping for tax and accounting purposes, responding to lawful requests from authorities, and meeting health and safety requirements. The lawful basis is compliance with legal obligations.

To protect our rights: including the prevention and detection of fraud, protecting our staff and customers, and handling legal claims. The lawful basis is our legitimate interests and, where appropriate, establishment, exercise, or defence of legal claims.

Data retention

We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy, or for as long as we are required to do so by law.

Booking and service records are generally retained for a period that allows us to respond to enquiries about past work, manage any guarantees where applicable, and comply with tax and accounting rules. Communication records may be kept for a similar period for reference, training, and dispute resolution.

Where we rely on your consent to send marketing communications, we will retain your contact details for marketing purposes until you opt out or withdraw your consent. We will then stop using your data for that purpose, although we may keep a record of your request to ensure we respect your preferences.

After the relevant retention periods expire, personal data will be securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

Data processors and sharing of personal data

We may share your personal data with trusted service providers who act as data processors on our behalf. These processors only process your data in accordance with our instructions and are contractually required to keep it secure and confidential.

Examples of data processors we may use include:

IT and hosting providers who store our data and help maintain our systems.

Payment processing providers who securely handle payments and refunds.

Customer relationship or booking management systems that help us organise appointments and communications.

Professional advisers such as accountants or legal advisers where necessary for compliance or legal purposes.

We may also share personal data with third parties where required by law, for example with regulators, law enforcement, or public authorities, or where it is necessary to establish, exercise, or defend legal claims.

We do not sell your personal data to third parties.

International transfers

Where any of our data processors are located outside the United Kingdom or the European Economic Area, or where data is stored on servers in another country, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include the use of standard contractual clauses approved by relevant authorities or reliance on decisions recognising that the destination country provides an adequate level of data protection.

Keeping your data secure

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and regular review of our procedures. While no system can be completely secure, we work to ensure that our level of security is appropriate to the risks associated with the personal data we process.

Your data protection rights

Under data protection law, you have a range of rights in relation to your personal data. These rights apply to all Carpet Cleaning Kingston customers and individuals whose personal data we process in the Kingston area, subject to certain legal conditions and exemptions.

Right of access: you have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with information about how we use it.

Right to rectification: you have the right to ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure: in some circumstances you can ask us to 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 may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or responding to an objection.

Right to object: you have the right to object to processing based on our legitimate interests, including profiling based on those interests. You also have the right to object at any time to the use of your personal data for direct marketing.

Right to data portability: where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format and to ask us to transmit it to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our website or other customer communication materials. We will respond to your request in accordance with applicable data protection laws.

You also have the right to make a complaint to the relevant supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or legal requirements. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.