Privacy Policy - Carpetcleaning Merton

This Privacy Policy explains how Carpetcleaning Merton collects, uses, stores, shares, and protects personal data relating to its customers and service users. It applies to all Carpetcleaning Merton customers in the area, including individuals who request quotations, book services, receive cleaning treatments, or otherwise interact with our business. We are committed to processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We value privacy and take our responsibilities seriously. This policy sets out the categories of data we collect, the lawful bases we rely on, how long we keep information, the third parties that may process it on our behalf, and the rights available to individuals under data protection law.

1. Information We Collect

We collect only the personal data that is necessary for providing carpet cleaning and related services, managing bookings, and running our business effectively. Depending on the type of interaction, we may collect the following information:

• Identity details such as your name and title.
• Contact details such as your address, email address, and telephone number.
• Service details including property access information, cleaning preferences, stain or fabric concerns, and appointment notes.
• Payment-related information such as payment status, transaction references, or billing records. We do not store full card details where payments are handled through secure payment providers.
• Communication records such as messages, call notes, complaints, feedback, and correspondence relating to bookings or services.
• Technical data such as basic website usage information if you interact with our online systems, including device and browser details, where applicable.
• Special category data only where you voluntarily provide it and where it is necessary, for example information revealing health conditions or allergies that affect cleaning products or access arrangements. We limit this data to what is strictly required.

We collect data directly from you when you make an enquiry, request a quote, book a service, communicate with us, or complete forms. In some cases, information may also be provided by a property manager, landlord, tenant, or another person arranging services on your behalf.

2. How We Use Personal Data

We use personal data for legitimate business and service purposes, including:

• Providing quotations and managing appointments.
• Delivering carpet cleaning and related services.
• Communicating about scheduling, service updates, or changes.
• Managing invoices, payments, accounting, and record-keeping.
• Handling complaints, queries, and service follow-up.
• Maintaining service quality, internal administration, and business records.
• Complying with legal, tax, and regulatory obligations.
• Protecting our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We only use data for the purposes for which it was collected, unless we reasonably believe another compatible purpose applies or we are required by law to do otherwise. Where appropriate, we may anonymise or aggregate data so that it can no longer identify an individual.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Carpetcleaning Merton relies on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes processing your contact details, service address, and booking information so that we can provide the cleaning service you requested.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include keeping internal records, improving our services, managing our business efficiently, responding to enquiries, and preventing fraud or misuse.

Legal Obligation

We process certain information to comply with laws and regulations, including tax, accounting, and business record obligations. We may also need to retain data for legal claims or compliance purposes.

Consent

In limited situations, we may rely on your consent, particularly where you provide optional sensitive information or where consent is required by law. Where we rely on consent, you may withdraw it at any time. This will not affect processing already carried out before withdrawal.

4. Data Sharing and Processors

We do not sell personal data. However, we may share personal data with trusted third parties who act as processors on our behalf or with independent service providers where necessary for our operations. These parties are required to protect data and use it only for agreed purposes.

Examples of processors and recipients may include:

• Payment processors that securely handle card or electronic payments.
• Booking and scheduling systems used to manage appointments and service records.
• IT and cloud service providers that host data, email systems, or business software.
• Accounting and invoicing providers that support financial administration.
• Professional advisers such as accountants, insurers, or legal advisers where necessary.
• Regulators, courts, law enforcement, or public authorities where disclosure is required by law or necessary to protect our legal rights.

Where processors are used, we take steps to ensure appropriate data protection safeguards are in place, including contractual obligations, access controls, and security measures. If data is transferred outside the UK, we will do so only where appropriate safeguards are available and lawful transfer mechanisms are in place.

5. Data Retention

We keep personal data only for as long as it is needed for the purposes described in this policy, or as required by law. Retention periods depend on the type of information and the reason for processing.

• Booking and service records are typically retained for a reasonable period to support administration, customer service, and dispute resolution.
• Financial and accounting records are retained for the period required by tax and accounting law.
• Communication records may be retained for as long as needed to manage queries, complaints, or future reference.
• Technical logs are retained for a limited period for security, diagnostics, and operational purposes.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our internal retention procedures.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access restrictions, password protection, secure storage, staff confidentiality obligations, and supplier due diligence.

While we make every effort to safeguard information, no system can be guaranteed to be completely secure. In the event of a personal data breach that may affect your rights and freedoms, we will respond in line with legal requirements and take appropriate remedial action.

7. Your Rights

Individuals whose data is processed by Carpetcleaning Merton have a number of rights under data protection law. Subject to legal conditions and exemptions, you may have the right to:

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

You also have the right to make a complaint to the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise any concerns directly so that we may address them promptly and fairly.

8. Special Category and Sensitive Information

In some circumstances, customers may provide information that is considered sensitive, such as health-related details, access requirements, or allergy concerns. We treat this information with additional care and only process it where necessary for the service, where you have consented, or where another lawful condition applies.

We ask customers to provide only the information that is necessary for service delivery. If you choose to share sensitive data, we will limit use to the minimum required and apply appropriate safeguards.

9. Children’s Data

Our services are intended for adults and residential or business customers arranging cleaning services. We do not intentionally collect personal data from children. If we become aware that we have collected a child’s personal data without appropriate authority, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how we process personal data.

11. Summary of Our Approach

Carpetcleaning Merton is committed to keeping personal data secure, using it fairly, and ensuring that processing is lawful, necessary, and proportionate. We collect only the data needed to provide reliable services, retain it only for as long as required, and work with processors who are expected to meet high standards of data protection. This policy applies to all customers in the area and reflects our commitment to privacy, transparency, and accountability.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.