Chelsea Carpet Cleaners Privacy Policy
This Privacy Policy explains how Chelsea Carpet Cleaners collects, uses, stores, and protects personal data about customers in our service area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and the EU General Data Protection Regulation, as applicable, and sets out your rights in relation to your personal data.
Scope of this Privacy Policy
This Privacy Policy applies to all Chelsea Carpet Cleaners customers in the area where we operate, including prospective customers who make enquiries and former customers whose data we still hold in accordance with our retention rules. By using our services or contacting us for a quotation, you acknowledge that you have read this Privacy Policy.
Personal Data We Collect
We collect only the personal data that is necessary to provide and manage our carpet cleaning and related services. The categories of data we may collect include:
Identification and contact details such as name, home or business address, billing address, and any contact details you choose to provide such as email or other messaging identifiers.
Service information such as details of the property or premises to be serviced, access instructions, parking information, floor plans or room descriptions, and any preferences or notes relevant to the services we provide.
Booking and transaction information such as dates and times of bookings, services requested, invoices, payment status, and relevant correspondence about your bookings.
Payment related information such as details of the payment method and confirmation that payment was made. We do not store full card numbers or security codes when payments are processed through external payment providers.
Technical and usage data where applicable, such as information you provide when you contact us through a website form, and basic device or browser information collected through standard web server logs. We do not seek to identify individuals from this information unless required for security or legal reasons.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including handling enquiries, issuing quotations, confirming bookings, attending your premises to carry out work, and issuing invoices and receipts.
To manage our relationship with you, including responding to your questions, handling complaints, and providing customer care.
To manage payments and accounting, including recording payments, reconciling accounts, and maintaining appropriate business and financial records.
To improve and develop our services, including reviewing feedback, monitoring demand for different services, and improving our customer experience and operations.
To ensure security and prevent fraud, including confirming bookings, protecting our staff, preventing misuse of our services, and complying with applicable laws and regulations.
To send you limited service-related communications, such as appointment reminders, changes to bookings, or important updates to this Privacy Policy or our terms of service.
Lawful Bases for Processing
We only process personal data where we have a lawful basis to do so under data protection law. Depending on the context, we rely on one or more of the following lawful bases:
Performance of a contract. We process your identification, contact, booking, and payment information where this is necessary to provide our services, including taking steps at your request before entering into a contract.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes activities such as managing our operations, improving our services, protecting our business, and communicating with you in a proportionate way.
Legal obligations. We process certain data to comply with legal obligations, such as tax, accounting, and consumer protection laws, and to respond to lawful requests from public authorities.
Consent. In limited cases we may rely on your consent, for example if we send certain types of marketing communications that go beyond our normal customer relationship, where this is required by law. Where we rely on consent, you can withdraw it at any time.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by applicable laws and regulations.
Customer records such as contact details, service history, and invoices are generally retained for a number of years after the last interaction with you, so that we can respond to queries, handle any disputes, and meet our tax and accounting obligations.
Booking and operational data that is no longer needed for active customer management may be archived or anonymised so that it can no longer be linked to an identified person.
Where data is processed on the basis of your consent, and no other lawful basis applies, we will delete that data if you withdraw your consent or after a reasonable period of inactivity.
When deciding how long to retain data, we take into account the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes of processing, and the applicable legal requirements.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are engaged under written contracts that require them to protect your personal data and process it only in accordance with our instructions.
Categories of processors and third parties may include:
IT and hosting providers that store data and provide infrastructure or support services for our systems.
Payment processors and financial service providers involved in processing your payments securely.
Professional advisers such as accountants or legal advisers, where necessary for legitimate business or legal reasons.
Service management tools used for scheduling, communication, or record keeping, where these tools are configured to comply with data protection requirements.
We may also disclose personal data where required to do so by law, in response to valid requests from public authorities, or to establish, exercise, or defend legal claims.
Where processors are located outside the United Kingdom or the European Economic Area, we take appropriate measures to ensure that your data is protected, such as using standard contractual clauses or other recognised safeguards, where required by data protection law.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it for their duties, using secure systems and procedures, and training staff on data protection responsibilities.
Although we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. We review our security measures regularly and update them where necessary.
Your Data Protection Rights
Under applicable data protection laws, you may have the following rights in relation to your personal data:
Right of access. You can request confirmation that we process your personal data and obtain a copy of the data we hold about you, together with certain information about how we use it.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure. In certain circumstances, you can request that we 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 no other lawful basis applies.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You may object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for legal claims.
Right to data portability. Where applicable, you can request that certain personal data you provided to us be transferred to you or to another controller in a structured, commonly used, and machine-readable format.
Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing that took place before you withdrew consent.
You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities, or applicable laws and regulations. When we make material changes, we will take appropriate steps to bring the updated policy to your attention. The version published on our website or otherwise made available to you will always state the date of the latest revision.
Contact and Further Information
If you have any questions about this Privacy Policy or about how Chelsea Carpet Cleaners handles your personal data, you can contact us using the contact details made available on our usual customer communication channels. We will do our best to respond promptly and to address any concerns you may have.
