Carpet Cleaners Surrey Privacy Policy

This Privacy Policy explains how Carpet Cleaners Surrey collects, uses and protects personal data when providing professional carpet cleaning and related services. It applies to all Carpet Cleaners Surrey customers and prospective customers within our service area in Surrey, including individuals, households and business clients.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to handling your personal data in a lawful, fair and transparent way.

Personal Data We Collect

We only collect personal data that is relevant to arranging and delivering our services and managing our business relationship with you. The types of personal data we may collect include the following categories.

Identification and contact details such as name, postal address, service address, billing address, and any other contact details you choose to provide, such as general communication details.

Service and booking details such as information about the property or premises where the cleaning work is to be carried out, access instructions, booking dates and times, service history, details of the type of cleaning required and any special requests or notes you provide.

Communication records such as notes of telephone calls, messages and other correspondence relating to quotes, bookings, customer service queries, feedback and complaints.

Payment and billing information such as records of payments made, invoices issued, payment method used and relevant accounting records. We do not store full payment card details. Where card payments are taken, these are processed securely through third party payment providers.

Technical and usage information such as basic technical details associated with your use of our online forms or website, including the date and time of contact requests and the pages you interact with, to help us manage enquiries and improve our services.

How We Use Your Personal Data

We use your personal data only for specific, explicit and legitimate purposes. These purposes include the following.

To provide quotes and respond to enquiries, including assessing the work requested, preparing and sending quotations and answering questions about our services.

To manage bookings and deliver services, including confirming appointments, planning routes, carrying out cleaning work at your premises, and keeping records of the services provided.

To manage our customer relationship, including handling customer service queries, complaints and feedback, and contacting you about important updates or changes to booked services.

To process payments and maintain financial records, including issuing invoices, recording payments, managing refunds where applicable, and meeting our accounting and tax obligations.

To improve and develop our services, including monitoring service quality, training staff, and reviewing patterns and trends to enhance our customer offering.

To comply with legal and regulatory obligations, including maintaining records required by law and responding to lawful requests from public authorities.

Lawful Bases for Processing

We rely on one or more of the following lawful bases under the UK General Data Protection Regulation to process your personal data.

Performance of a contract. We process personal data that is necessary to enter into and perform a contract with you, such as arranging and delivering cleaning services and handling associated payments.

Legitimate interests. We process certain personal data where it is necessary for our legitimate business interests and these interests are not overridden by your data protection rights. This includes managing and improving our services, maintaining business records and protecting our business against fraud and misuse.

Legal obligation. We process personal data where this is necessary to comply with legal obligations, including tax, accounting and regulatory requirements.

Consent. If we ever rely on your consent for specific processing activities, we will make this clear at the time and you have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

Data Sharing and Processors

We do not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your personal data in accordance with our instructions and must implement appropriate security measures.

Categories of processors we may use include the following.

IT and hosting providers who host our systems, website and electronic records.

Payment and accounting service providers who process payments and help us manage our financial and accounting records.

Customer management and communication service providers who support booking management, notifications and related customer communications.

Professional advisers such as accountants or legal advisers where necessary for legitimate business and compliance purposes.

We may also need to share personal data with public authorities, regulators or law enforcement agencies where required by law or where we are permitted to do so to protect our rights, property or safety.

International Transfers

Where any of our processors or their systems are located outside the United Kingdom, we take steps to ensure that your personal data is protected with appropriate safeguards. These may include using countries that have been recognised as providing an adequate level of data protection or implementing standard contractual clauses or equivalent safeguards approved by the relevant data protection authorities.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it is collected and to meet any legal, accounting or reporting requirements.

In general, personal data relating to quotes, bookings and service provision is retained for a period that allows us to manage our ongoing relationship with you, handle any queries, complaints or legal claims, and comply with our tax and accounting obligations.

Financial and transactional records are usually retained for a period required by applicable tax and accounting laws. After the relevant retention periods have expired, we securely delete or anonymise personal data so that it can no longer be associated with you.

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 access controls, secure storage, staff training and procedures for dealing with suspected data breaches.

While we work to protect your personal data, no method of transmission or storage is completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and the relevant supervisory authorities where we are legally required to do so.

Your Data Protection Rights

Under data protection law, you have various rights in relation to your personal data. These rights apply to all Carpet Cleaners Surrey customers in our service area, subject to certain legal conditions and exemptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.

Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or consider an objection you have raised.

Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling related to those interests. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.

Right to data portability. Where our processing is based on consent or the performance of a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible.

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.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any updates will take effect when the revised Privacy Policy is made available. We recommend that you review this page periodically to stay informed about how we protect your personal data.