Shepherds Bush Carpet Cleaners Privacy Policy
This Privacy Policy explains how Shepherds Bush Carpet Cleaners collects, uses, stores, and protects personal data relating to our customers in the Shepherds Bush area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Shepherds Bush Carpet Cleaners within the Shepherds Bush area who contact us, request a quotation, make a booking, or receive our cleaning services at their residential or commercial premises.
Data Controller
For the purposes of data protection law, Shepherds Bush Carpet Cleaners is the data controller responsible for determining how and why your personal data is processed. We are committed to handling your personal data lawfully, fairly, and transparently.
Personal Data We Collect
We only collect personal data that is relevant to providing our carpet and upholstery cleaning services, managing our relationship with you, and operating our business. The types of personal data we may collect include:
Identification and contact details: Name, address, property access details, and other contact information you choose to provide so that we can deliver services to you.
Booking and service information: Dates and times of appointments, details of the services requested, notes relating to the condition of carpets or upholstery, and any instructions you give us.
Payment and transaction data: Payment status, amounts paid, refunds issued, and records of invoices. We do not store full payment card details; where card payments are processed, these are handled by secure payment processors.
Communication data: Information contained in messages or correspondence you send to us, including enquiries, complaints, feedback, or requests about our services and your data protection rights.
Technical and usage data: Limited technical data that may be collected when you interact with our website or digital platforms, such as device type, basic usage information, and date and time of access. We only collect what is necessary for the functioning and security of our services.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us by phone, through online forms, or in person to request information, obtain a quote, or make a booking.
Through ongoing communication as we provide services, including notes taken by our staff or contractors in the course of delivering cleaning services.
From third parties where necessary and lawful, for example from payment service providers confirming payment or from partners that help us manage bookings, where you have submitted your details to them for that purpose.
Lawful Bases for Processing Your Data
We process your personal data under the following lawful bases as defined by the UK GDPR:
Performance of a contract: To take steps at your request before entering into a contract, and to provide our cleaning services once a booking is made. This includes processing your contact details, service information, and billing details.
Legal obligation: To comply with legal requirements, such as maintaining tax and accounting records, responding to valid law enforcement requests, and fulfilling other statutory duties.
Legitimate interests: To manage and improve our business, for example scheduling work, managing staff and contractors, preventing fraud, maintaining security, and handling general customer service. We only rely on this basis where our interests are not overridden by your rights and freedoms.
Consent: Where required by law for specific activities, such as certain types of marketing communications. When we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our carpet and upholstery cleaning services, including handling bookings, confirming appointments, and carrying out work at your property.
To communicate with you about your bookings, enquiries, and any changes or issues that may affect your service.
To issue invoices, process payments, and manage any refunds or billing queries.
To respond to complaints, disputes, or claims, and to maintain business records and evidence for legal and regulatory purposes.
To improve our services, quality control, staff training, and internal administration.
To send you information about similar services that may be of interest to you, where lawful to do so and subject to your rights to object or opt out.
Data Sharing and Processors
We do not sell your personal data. However, we may share it with carefully selected third parties who act as data processors on our behalf. These include:
Payment processing providers that handle card transactions and online payments securely.
IT, hosting, and software providers that support our booking systems, communications, and data storage.
Professional service providers such as accountants, legal advisers, or consultants where access to certain data is necessary for them to perform their duties.
Operational partners and contractors who assist us in delivering cleaning services, where they need limited access to your details for scheduling and service delivery.
Each processor is required to process your data only in accordance with our instructions, to use appropriate security measures, and to comply with data protection law. We may also share personal data with public authorities, regulators, or law enforcement where required by law or necessary to protect our rights, property, or the safety of others.
International Data Transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using standard contractual clauses or other appropriate safeguards required by data protection law.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.
Customer and booking records: Typically retained for a period consistent with legal limitation and tax requirements, after which they are securely deleted or anonymised.
Communication records: Kept for as long as needed to address your enquiry, manage any ongoing issue, and maintain appropriate records, then deleted or anonymised.
Where we process data based solely on your consent and no longer need it for any other lawful purpose, we will delete it if you withdraw consent, subject to any legal obligations that require storage for a longer period.
Data Security
We take appropriate technical and organisational measures to protect your 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, using secure systems, and ensuring that those with access are under a duty of confidentiality.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions in the law:
Right of access: To obtain confirmation as to whether we process your personal data and to receive a copy of that data.
Right to rectification: To have inaccurate or incomplete personal data corrected or updated.
Right to erasure: To request the deletion of your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected.
Right to restriction: To request that we limit the processing of your personal data in certain circumstances, such as while we are verifying its accuracy or assessing an objection you have raised.
Right to data portability: To receive certain personal data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible and where the law requires it.
Right to object: To object at any time to processing based on our legitimate interests, including direct marketing. We will stop processing your data for those purposes unless we have compelling legitimate grounds to continue.
Right to withdraw consent: Where we rely on your consent for specific processing activities, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
Exercising Your Rights
If you would like to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the details provided on our main contact channels. We may need to verify your identity before responding to your request. We aim to respond without undue delay and, in any event, within the time limits set by law.
You also have the right to lodge a complaint with the Information Commissioner's Office if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any updated version will apply to all customers in the Shepherds Bush area from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.