Privacy Policy
South Kensington Carpet Cleaners Privacy Policy
This Privacy Policy explains how South Kensington Carpet Cleaners collects, uses, stores and protects personal data about its customers and prospective customers within the South Kensington area. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to handling your information in a lawful, fair and transparent way.
Scope of this Privacy Policy
This Privacy Policy applies to all South Kensington Carpet Cleaners customers and prospective customers in our service area, including individuals making enquiries, booking services, or otherwise interacting with us in relation to carpet, upholstery, or related cleaning services. By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Data Controller
South Kensington Carpet Cleaners is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data, depending on how you interact with us:
Identification and contact details: name, address, property access details relevant to the service, and any other contact details you choose to provide.
Service and booking information: details of the services you request or receive, dates and times of appointments, job notes, and communications relating to bookings, quotations, or aftercare.
Payment and billing information: limited payment details necessary to process your transactions, such as billing address and payment confirmation data. We do not store full card details when payment is processed through a secure payment provider.
Communication data: records of your communications with us, such as enquiries, complaints, feedback, and any other correspondence relevant to our services.
Technical and usage information: where applicable, basic technical information relating to your interaction with our website or online tools, such as device type or general usage information, to ensure our services function correctly and securely.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, through online forms, by post, or in person, including when you:
Request a quotation or make a booking.
Provide instructions relating to access to your property.
Make a payment for our services.
Provide feedback or make a complaint.
We may also collect personal data indirectly when another person acts on your behalf, for example a landlord, tenant, letting agent, or family member arranging a cleaning service for you.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under the UK GDPR. Depending on the circumstances, our lawful bases include:
Contract: We process data that is necessary to enter into and perform a contract with you, for example to provide carpet cleaning or related services you have requested, manage bookings, and issue invoices.
Legal obligation: We may process personal data where required to comply with legal and regulatory obligations, such as retaining certain records for tax or accounting purposes.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your data protection rights. Examples include managing our business operations, improving our services, preventing fraud, and handling enquiries or complaints.
Consent: In limited situations we may rely on your consent, for example where you choose to receive optional marketing communications. Where we rely on consent, you have the right to withdraw your consent at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide cleaning and related services that you have requested, including arranging appointments and accessing your property.
To prepare and send quotations, confirmations, invoices and receipts.
To communicate with you about your bookings, changes to services, or any issues relating to the performance of our contract.
To manage our customer relationship with you, including addressing enquiries, feedback and complaints.
To maintain accurate business records, accounts, and service histories.
To improve the quality, safety and efficiency of our services, including staff training and service development.
To comply with legal obligations and respond to lawful requests from regulatory or public authorities.
Data Sharing and Processors
We do not sell your personal data. We may share personal data with third parties only where this is necessary and lawful. These third parties act either as data processors on our behalf or, in limited cases, as independent data controllers.
Service providers and data processors: We may use third party companies to help deliver our services, such as payment processors, secure data storage providers, IT support, or accounting providers. These organisations only process your personal data on our documented instructions and are contractually required to keep your data secure and confidential.
Professional and legal advisers: Where necessary, we may share data with professional advisers such as accountants or legal advisers, who are bound by confidentiality and legal obligations.
Authorities and law enforcement: We may disclose personal data where required to do so by law or where disclosure is necessary to protect our rights, the safety of our staff or customers, or to prevent and detect crime or fraud.
Where personal data is shared with processors, we ensure that appropriate contractual safeguards are in place to protect your data and to comply with the UK GDPR.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
Customer and booking records: We typically retain information about your bookings and services for a period sufficient to handle queries, manage our business records, and comply with legal and tax obligations.
Financial and transaction records: We retain financial records for the period required by applicable tax and accounting legislation.
Marketing and communications data: Where you have subscribed to marketing communications, we retain your contact details until you opt out or withdraw consent, or until we determine that the information is no longer accurate or necessary.
When personal data is no longer required, or the relevant retention period has expired, we securely delete or anonymise the information.
International Transfers
Where we rely on third party service providers who operate or store data outside the United Kingdom, we take appropriate steps to ensure that your personal data is afforded a level of protection essentially equivalent to that provided under the UK GDPR. This may include using providers in countries subject to an adequacy decision, or entering into contracts incorporating appropriate data protection safeguards.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures may include restricted access to customer information, secure storage, staff training, and ongoing review of our data handling practices. While we take reasonable steps to protect your data, no method of transmission or storage can be guaranteed to be completely secure.
Your Data Protection Rights
Under the UK GDPR, you have certain rights in relation to your personal data. Subject to legal limitations and exemptions, these include:
Right of access: To obtain confirmation as to whether we process your personal data and to request a copy of the data we hold about you.
Right to rectification: To request that we correct or complete any inaccurate or incomplete personal data.
Right to erasure: To request that we delete your personal data where there is no lawful reason for us to continue processing it.
Right to restriction of processing: To request that we limit the way we use your data in specific circumstances.
Right to data portability: To receive certain personal data in a structured, commonly used and machine-readable format and to transmit it to another controller where technically feasible.
Right to object: To object to our processing of your personal data where we rely on legitimate interests or where we process your data for direct marketing.
Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Complaints and Contact
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our main customer communications or website. We will respond to your request in accordance with applicable legal timeframes.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will take effect when made available to customers. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
