Privacy Policy - Carpetcleaning Shoreditch

This Privacy Policy explains how Carpetcleaning Shoreditch collects, uses, stores, shares, and protects personal data. It applies to all Carpetcleaning Shoreditch customers in the area, including individuals who request services, receive quotations, make bookings, or otherwise interact with our cleaning 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.

1. Who this policy applies to

This policy applies to customers, prospective customers, household members where relevant to a service, and any person whose personal data is provided in connection with carpet cleaning services in Shoreditch and the surrounding area. It also applies where data is collected through enquiries, bookings, service delivery, billing, feedback, or related administrative processes.

2. Information we collect

We only collect personal data that is necessary for delivering our services, meeting legal obligations, and managing our business. The types of information we may collect include:

• Identity information such as your name.
• Contact details such as address, phone number, and email address.
• Service information such as property details, requested cleaning services, booking dates, access notes, and service preferences.
• Payment and billing data such as payment status, transaction references, and invoice records. We do not store unnecessary payment card details unless required for a specific transaction process.
• Communication records such as messages, call notes, complaints, and feedback.
• Technical data where relevant, such as basic device or usage information if you interact with digital systems used for service management.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it. If such data is ever shared with us, it will be handled only where a lawful basis applies and additional safeguards are in place.

3. How we use personal data

We use personal data for the following purposes:

• To respond to enquiries and provide quotations.
• To schedule and deliver carpet cleaning services.
• To manage customer accounts, appointments, and service records.
• To process payments, issue invoices, and maintain financial records.
• To communicate about service changes, reminders, or follow-up matters.
• To handle complaints, disputes, or requests for support.
• To improve service quality, operational efficiency, and customer experience.
• To comply with legal, accounting, tax, and regulatory obligations.

We only use personal data for the purposes stated in this policy or for purposes that are compatible with them.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the activity, Carpetcleaning Shoreditch relies on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes booking services, delivering cleaning work, issuing invoices, and managing customer communication related to the agreed service.

Legal obligation

We process certain data to comply with legal obligations, including tax records, accounting requirements, fraud prevention, and responses to lawful requests from authorities where applicable.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and those interests do not override your rights and freedoms. This can include managing our business operations, improving services, keeping records of communications, and handling customer queries. We carry out balancing assessments where required.

Consent

Where consent is the appropriate lawful basis, we will ask for it clearly and separately. For example, this may apply to certain marketing communications or optional uses of data. You can withdraw consent at any time where processing is based on consent.

5. Retention of personal data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, tax, and operational requirements. Retention periods depend on the type of data and the reason it was collected.

• Enquiry records may be kept for a reasonable period to manage follow-up and customer service.
• Booking and service records are retained for the duration of the customer relationship and for a suitable period afterwards.
• Financial records are retained in line with legal and accounting obligations.
• Complaints and dispute records are kept as long as needed to resolve the issue and defend legal claims if necessary.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

6. Processors and third parties

We may share personal data with trusted third-party processors who help us operate our business and deliver services. These processors act on our instructions and are required to protect your data and use it only for agreed purposes. Examples may include:

• IT and cloud service providers that support data storage, email, scheduling, or system maintenance.
• Payment service providers that process transactions securely.
• Accounting and bookkeeping providers that support financial administration.
• Customer management and communication tools used to organise bookings and service records.
• Professional advisers such as legal or insurance advisers where necessary.

We may also disclose data where required by law, to protect our rights, or to prevent fraud or misuse. We do not sell your personal data.

7. International transfers

If any processor stores or accesses data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful mechanisms designed to protect your information to UK GDPR standards.

8. 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, password protection, staff confidentiality obligations, secure storage, and limited data access based on need. While no system is completely risk-free, we work to keep data secure and monitor our processes regularly.

9. Your rights under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to legal limits or exemptions, but we will always consider your request carefully.

• Right of access – you can ask for a copy of the personal data we hold about you.
• Right to rectification – you can request correction of inaccurate or incomplete data.
• Right to erasure – you can ask for deletion of your data in certain circumstances.
• Right to restrict processing – you can ask us to limit how we use your data in certain situations.
• Right to data portability – you can request certain data in a usable format where applicable.
• Right to object – you can object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you believe your data has been handled incorrectly, you may also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

10. Children’s data

Our services are aimed at adults. We do not knowingly collect personal data from children except where it is incidentally provided in the course of service delivery and only where necessary. If we become aware that we have collected data from a child without appropriate authority or lawful basis, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any updates will take effect once published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Our commitment to privacy

Carpetcleaning Shoreditch is committed to respecting your privacy and using your data responsibly. We aim to collect only what we need, keep it only as long as necessary, and process it in a way that is lawful, transparent, and secure. By using our services, you acknowledge that your personal data may be processed as described in this policy for customers in the Shoreditch area.

Last updated: This policy is intended to reflect current GDPR requirements and apply to all Carpetcleaning Shoreditch customers in the area.