Privacy Policy - Kentishtown Carpet Cleaners

At Kentishtown Carpet Cleaners, we are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data when we provide carpet cleaning and related services. It applies to all Kentishtown Carpet Cleaners customers in area, including anyone who makes an enquiry, requests a quotation, books a service, or otherwise interacts with us in connection with our services.

1. Who we are

Kentishtown Carpet Cleaners is a carpet cleaning service provider operating for customers in area. For the purposes of applicable data protection law, we act as a data controller in relation to the personal data we collect and use for our own business purposes, such as managing customer relationships, bookings, billing, and service communication.

2. Personal data we collect

We collect only the personal data that is necessary for us to operate our business and deliver our services. Depending on your interaction with us, this may include:

Identity information such as your name;
Contact details such as your address, telephone number, and email address;
Service information such as the type of cleaning requested, property details, preferred appointment times, and special instructions;
Payment-related information such as records of payments made and payment status;
Communication records such as emails, messages, call notes, and complaint or feedback details;
Technical information where relevant, such as basic website or device interaction data collected through security and performance tools;
Marketing preferences if you choose to receive promotional communications.

We do not intentionally collect special category data unless it is necessary and you provide it voluntarily, for example where a note about health or access needs is relevant to service delivery. In such cases, we will only process that information where a valid legal basis applies and additional protection is in place.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotations;
To schedule, deliver, and manage carpet cleaning appointments;
To communicate about bookings, service updates, and aftercare;
To issue invoices, process payments, and maintain business records;
To handle complaints, disputes, and customer support requests;
To improve our services, train staff, and maintain service quality;
To comply with legal, regulatory, accounting, and insurance obligations;
To send marketing communications where permitted by law and where you have not opted out.

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

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process your personal data. Kentishtown Carpet Cleaners relies on the following bases as appropriate:

Contract: when processing is necessary to provide a quote, manage your booking, carry out cleaning services, or take steps at your request before entering into a contract;
Legitimate interests: when we use data to run and improve our business, respond to enquiries, maintain records, prevent fraud, and protect our operations, provided our interests are not overridden by your rights and freedoms;
Legal obligation: when we need to retain or disclose information to comply with tax, accounting, employment, consumer, or regulatory requirements;
Consent: where required, for example for certain marketing communications or optional processing activities. You may withdraw consent at any time where we rely on consent.

Where special category data is processed, we will only do so where an additional lawful condition applies, such as explicit consent or where processing is necessary to establish, exercise, or defend legal claims.

5. Sharing and processors

We may share your personal data with trusted third parties who help us operate our services. These parties act as processors when they process data on our instructions, or as independent controllers where they determine their own purposes. We ensure that appropriate contractual and security measures are in place before sharing data.

Examples of processors and service providers may include:

Payment processors used to handle card or other payment transactions;
Booking, scheduling, or customer management software providers;
IT support, hosting, email, and data storage providers;
Professional advisers such as accountants, insurers, legal advisers, and auditors;
Delivery or subcontracted service partners where needed to complete a booking;
Authorities, regulators, or courts where disclosure is required by law.

We do not sell your personal data. If we ever need to transfer data outside the UK or EEA, we will ensure that appropriate safeguards are in place to protect it, such as an adequacy decision or standard contractual clauses, depending on the destination and legal requirements.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, tax, insurance, and reporting obligations. The exact retention period depends on the type of information and the reason we hold it.

Customer and service records are generally retained for a period that allows us to manage service history, queries, and business administration;
Financial and invoicing records are retained for the period required by law and standard accounting practice;
Communication records are kept for as long as needed to resolve issues and maintain proper records;
Marketing data is retained until you withdraw consent or opt out, where applicable.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention procedures. We review retention periods regularly to ensure we do not keep personal data for longer than necessary.

7. Data security

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limiting data access to personnel who need it for legitimate business purposes.

While we take security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs and the law requires it, we will take the appropriate steps to investigate, contain, and notify affected individuals and regulators.

8. Your rights

Depending on your location and the circumstances of processing, you may have the following rights regarding your personal data:

Right of access - to request a copy of the personal data we hold about you;
Right to rectification - to request correction of inaccurate or incomplete data;
Right to erasure - to ask us to delete your data where there is no good reason for us to keep it;
Right to restriction - to ask us to suspend processing in certain circumstances;
Right to object - to object to processing based on legitimate interests or direct marketing;
Right to data portability - to request transfer of certain data in a structured, commonly used format where applicable;
Right to withdraw consent - where we rely on consent, you can withdraw it at any time;
Right to complain - to raise concerns with the relevant data protection authority.

These rights are not absolute, and in some cases we may continue to process data where the law permits us to do so. If you exercise a right, we may need to verify your identity before responding.

9. Children’s data

Our services are aimed at adults and business or household customers. We do not intentionally collect personal data from children. If we become aware that we have collected such data without appropriate permission or legal basis, we will take steps to delete it promptly.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when published in the revised version. We encourage customers in area to review this policy periodically so they remain informed about how we handle personal data.

11. Summary of commitments

Kentishtown Carpet Cleaners is committed to:

Collecting only the personal data needed for our services;
Using a valid lawful basis for each processing activity;
Keeping data secure and confidential;
Sharing data only with trusted processors and where required by law;
Retaining data only for as long as necessary;
Respecting your rights under applicable data protection laws.

By using our services, making an enquiry, or otherwise engaging with Kentishtown Carpet Cleaners, you acknowledge that your personal data will be handled in accordance with this Privacy Policy and applicable law.