Roehampton Carpet Cleaners Privacy Policy

This Privacy Policy explains how Roehampton Carpet Cleaners collects, uses, stores and protects your personal data when you use our carpet cleaning and related services. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Roehampton Carpet Cleaners customers in our service area and to anyone who contacts us to enquire about our services.

Who We Are

Roehampton Carpet Cleaners is a carpet and upholstery cleaning service provider. For the purposes of data protection law, Roehampton Carpet Cleaners is the data controller for the personal data described in this Privacy Policy, meaning we decide how and why your personal data is processed.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, make a booking, or use our services:

Identification and contact information: name, address, property access details supplied by you, and other basic contact details you choose to provide. Booking and service information: dates and times of appointments, records of the services you request, notes relevant to the job such as room types or particular cleaning requirements. Communication records: information you provide when you contact us by any method, including the content of your enquiries, feedback or complaints and our responses. Payment-related information: details needed to process your payment, such as partial card information provided to us by payment processors and records of amounts paid and payment method. We do not store full card numbers or security codes. Technical data: limited technical information provided automatically by your browser or device when you visit our website, such as IP address, browser type, general location based on IP, and pages visited.

How We Collect Your Data

We collect personal data from you in the following ways:

Directly from you when you contact us by phone, online form, or any other communication method to request a quote, make a booking, or ask a question. When we provide services at your property and you give further details about your requirements. When you make or attempt to make a payment for our services using our chosen payment providers. Automatically when you visit our website, through your browser or device, which may provide technical data and usage information that helps us improve our services and security.

Purposes and Lawful Bases for Processing

We only process your personal data where we have a valid lawful basis. Depending on the situation, we may rely on one or more of the following:

Contract: We process your data to take steps at your request before entering into a contract and to perform our contract with you, including managing bookings, providing cleaning services, and handling payments. Legal obligation: We process certain information to comply with legal duties, such as record-keeping for tax and accounting purposes and responding to lawful requests from regulatory or law enforcement bodies. Legitimate interests: We may process your data where necessary for our legitimate business interests, provided your interests and fundamental rights do not override these. This includes managing and improving our services, responding to enquiries, protecting our business from fraud or misuse, and maintaining security of our systems. Consent: In situations where we rely on your consent, such as for certain types of marketing communications where required by law, we will ask for your clear permission. You can withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide our services: accepting bookings, planning and carrying out carpet and upholstery cleaning and related services, contacting you about your appointment, and managing payments. To communicate with you: responding to your questions, sending booking confirmations and reminders, and dealing with complaints or feedback. To manage our business: keeping internal records, improving our services, monitoring quality, training staff, and managing risk. To comply with legal and regulatory requirements: keeping records for tax and accounting, handling insurance matters, and cooperating with lawful requests from public authorities. To send you service-related information: on occasion we may inform you of important changes to our services or terms that affect your existing or previous bookings.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf, including:

Payment service providers who process your payments securely. IT and hosting providers who host our website or store data for us. Communication and scheduling tools that help us organise appointments and respond to messages. Professional advisers such as accountants or legal advisers where needed. These processors only process your personal data according to our instructions and are required to keep it secure and confidential. We may also share your data with third parties where required by law, for example with law enforcement, tax authorities or courts, or where necessary to protect our rights or the safety of others.

International Transfers

Some of our service providers may be located outside the United Kingdom or may store data on servers in other countries. Where this happens, we take appropriate steps to ensure that your personal data remains protected and that any transfers comply with applicable data protection laws, for example by using standard data protection clauses approved by relevant authorities or by ensuring the recipient is in a country recognised as providing an adequate level of data protection.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. In general:

Basic customer and booking records are typically kept for up to six years after your last interaction with us, to comply with legal and tax obligations and to resolve potential disputes. Communication records may be retained for a reasonable period to handle enquiries, complaints or follow-up services. Technical and usage data is kept for shorter periods where possible, unless we need it for security, fraud prevention or legal reasons. When we no longer need your personal data, we will securely delete or anonymise it.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to personnel who need it to perform their duties, using secure systems and tools, and regularly reviewing our security practices. While we take reasonable steps to protect your information, no method of transmission or storage can be guaranteed to be completely secure.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, these include:

Right of access: You can request confirmation that we process your personal data and receive a copy of the information we hold about you. Right to rectification: You can ask us to correct inaccurate or incomplete personal data. Right to erasure: In some circumstances, you can request that we delete your personal data. Right to restriction: You can ask us to restrict the processing of your personal data in certain situations. Right to data portability: You can, in some cases, request that we transfer your personal data to you or to another organisation in a structured, commonly used and machine-readable format. Right to object: You can object to processing based on our legitimate interests, including any direct marketing. Right to withdraw consent: Where we rely on consent, you can withdraw it at any time. To exercise any of these rights, please contact us using your usual communication method with Roehampton Carpet Cleaners. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.

Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue with you. You also have the right to lodge a complaint with your national data protection authority. In the United Kingdom, this is the Information Commissioner.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. When we make significant changes, we will take reasonable steps to inform you. The most current version of this policy will always apply to the personal data we hold about you.