Privacy Policy - Carpet Cleaners Fulham

This Privacy Policy explains how Carpet Cleaners Fulham collects, uses, stores, shares, and protects personal data when providing cleaning services to customers in the Fulham area. It applies to all Carpet Cleaners Fulham customers in area, including prospective customers, current customers, and anyone who communicates with us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners Fulham acts as a data controller for the personal data we collect and use in connection with our carpet and upholstery cleaning services. This means we decide why and how your personal data is processed. In some cases, we may also use third-party processors who handle data on our behalf under written contracts and strict instructions.

2. Personal Data We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, and meeting legal or operational requirements. The information we may collect includes:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details including booking information, property access notes, cleaning preferences, and requested dates or times.
Payment information where required for invoicing, refunds, or payment processing.
Communication records such as messages, complaint details, service requests, and feedback.
Technical data if you interact with our digital systems, such as device information, browser type, and limited usage data.
Special instructions relevant to the service, for example information about stains, fabrics, or access arrangements.

We do not intentionally collect sensitive personal data unless you choose to provide it and it is necessary for the service. If such information is shared with us, we will only process it where there is a valid legal basis and appropriate safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, confirm, and carry out cleaning appointments.
To manage customer accounts and service records.
To process payments, issue invoices, and handle refunds where applicable.
To communicate about bookings, service updates, or customer support matters.
To handle complaints, claims, or disputes.
To maintain internal business records and improve service quality.
To comply with legal, accounting, and regulatory obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and the law allows us to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Carpet Cleaners Fulham may rely on the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, completing cleaning services, processing payments, and communicating service-related information.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, keeping records, preventing fraud, and managing customer enquiries.

Legal Obligation

We may process and retain some data to comply with legal obligations, such as tax rules, accounting requirements, or lawful requests from authorities.

Consent

In certain situations, we may rely on your consent, for example if you agree to receive certain types of marketing communication or if you voluntarily provide optional information that is not required for the service. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary and only to the extent required for the purposes described in this Policy. These may include:

Service providers who support booking management, customer communication, or administrative functions.
Payment processors that handle secure transactions.
Accounting or professional advisers where needed for financial or legal compliance.
IT and system providers that host, maintain, or support our business systems.
Legal or regulatory bodies where disclosure is required by law or to protect our legal rights.

Any third party processing data on our behalf acts as a processor and must follow our instructions, protect the data, and use appropriate security measures. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records may be kept for an appropriate period to manage the customer relationship and handle any follow-up issues.
Financial and accounting records are retained for the period required by tax and accounting laws.
Complaints and dispute records may be kept longer where necessary to establish, exercise, or defend legal claims.
Marketing preferences are kept until you withdraw consent or object, where applicable.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling practices. While no system can be guaranteed completely secure, we take data protection seriously and regularly review our safeguards.

8. International Transfers

If personal data is transferred outside the UK, we will only do so where adequate protections are in place and the transfer complies with applicable data protection law. This may include the use of approved contractual safeguards or transfers to countries deemed to provide an adequate level of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict how we use your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for data you provided to us, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can address them promptly.

10. Marketing Communications

Where permitted by law, we may send you service-related or promotional communications. If we rely on consent, we will only send such communications where you have agreed to receive them. You can object to marketing at any time or withdraw consent where that is the lawful basis. We will respect your preferences and update our records accordingly.

11. Children’s Data

Our services are intended for adults, and we do not knowingly collect personal data from children in the ordinary course of business. If we become aware that data relating to a child has been collected without appropriate authorisation, we will take reasonable steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service-related changes. When updates are made, the revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this Policy periodically to stay informed about how your data is protected.

13. Summary of Our Commitment

At Carpet Cleaners Fulham, we value privacy and treat personal data with care and respect. We collect only the information we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors where required. This Privacy Policy applies to all Carpet Cleaners Fulham customers in area, and it is designed to ensure transparency, accountability, and compliance with data protection law.

Last reviewed: for policy use