Privacy Policy
West Kensington Carpet Cleaners Privacy Policy
This Privacy Policy explains how West Kensington Carpet Cleaners collects, uses, stores, and protects your personal data when you use our carpet cleaning and related services. It applies to all West Kensington Carpet Cleaners customers and prospective customers in our service area, regardless of how you contact us or make a booking.
We are committed to protecting your privacy and handling your personal data in a transparent and lawful manner in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details such as your name, postal address, service address, and any preferred contact details you provide to us.
Booking and service information such as dates and times of appointments, details of the services requested, notes about access to the property, and any relevant details you share about the areas to be cleaned.
Payment and billing information such as invoice details and records of payments made. Card payment processing, if used, is carried out by a secure payment provider, and we do not store your full card details.
Communication records such as notes of phone calls, records of messages you send to us, and our responses to you, including any feedback, compliments, or complaints.
Website and technical data if you visit our website, such as your IP address, basic device and browser information, and pages visited. This may be collected through essential or analytical cookies or similar technologies, where permitted by law and your preferences.
Marketing preferences such as whether you have agreed to receive marketing communications from us and your communication preferences.
Lawful Basis for Processing Your Data
We only process your personal data where we have a valid lawful basis under data protection laws. Depending on the context, we rely on the following bases:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or we provide carpet cleaning or related services at your property.
Legal obligation: We may process your data to comply with legal obligations, such as maintaining accurate financial and tax records or responding to lawful requests from public authorities.
Legitimate interests: We may process your personal data when it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. Examples include improving our services, managing our relationship with you, preventing fraud, keeping records of customer interactions, and ensuring the security of our systems and staff.
Consent: In some cases, we may rely on your consent, for example for certain types of marketing communications or for non-essential cookies. Where we rely on consent, you can withdraw it at any time by contacting us or changing your preferences.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including responding to enquiries, supplying quotes, confirming and managing bookings, attending your property to carry out cleaning, and providing after-care information.
To manage customer relationships, including handling feedback or complaints, maintaining accurate records of services provided, and communicating with you about any changes to your appointments or to our services.
To process payments and maintain financial records, including issuing invoices and keeping appropriate transaction records for accounting and tax compliance.
To improve and develop our services, including reviewing customer feedback and service history to help us enhance quality, efficiency, and customer satisfaction.
To send marketing communications, where permitted, such as occasional updates about services, special offers, or changes to our business. You can opt out of marketing at any time.
To ensure security and prevent misuse, including detecting and preventing fraud, unauthorised access, or other harmful activity affecting our customers, staff, or systems.
Data Sharing and Processors
We do not sell your personal data. However, we may share your data with trusted third parties where necessary for the purposes described in this Privacy Policy.
Service providers and processors: We may use third party providers to support our operations, for example providers of scheduling or customer management tools, secure payment processors, accountants, and information technology or cloud storage services. These providers act as data processors and only process your personal data on our instructions and in line with data protection laws.
Professional advisers: We may share necessary data with legal, financial, or business advisers where this is required for advice, dispute resolution, or compliance.
Authorities and law enforcement: We may disclose personal data where required to comply with legal obligations, court orders, or lawful requests from public authorities.
Business transfers: In the event of a sale, merger, or reorganisation of our business, customer information may be transferred as part of that transaction. In such cases we will ensure that the receiving party respects your personal data in a manner consistent with this Privacy Policy and applicable law.
International Data Transfers
Where we use service providers that are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is adequately protected. This may include using countries that have been formally recognised as providing an adequate level of data protection or putting in place appropriate safeguards such as standard contractual clauses.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
Customer and booking records are generally retained for a period aligned with legal limitation periods so that we can respond to queries or disputes about our services. Financial and invoice records are retained for the period required by applicable tax and accounting laws. Marketing preference records are kept for as long as you remain subscribed or until you object or withdraw consent.
When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, or unauthorised disclosure or access. These measures include limiting access to personal data to staff and service providers who need it for their role, using secure systems and devices, and regularly reviewing our security practices.
Your Data Protection Rights
You have a number of rights in relation to your personal data under data protection law. These rights may be subject to certain conditions and legal exceptions, but we will always respond to any request you make in line with the law.
Right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data.
Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are investigating a concern about its accuracy.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any profiling based on those interests. You can also object at any time to the use of your personal data for direct marketing.
Right to data portability: Where processing is based on your consent or on a contract and is 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 request that it be transmitted to another controller.
Right to withdraw consent: Where we process your personal data based on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before your withdrawal.
You also have the right to lodge a complaint with a data protection 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 any issues directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any significant changes will be clearly communicated, and the updated version will apply from the date it is published.
By continuing to use the services of West Kensington Carpet Cleaners after any changes take effect, you acknowledge that you have read and understood the updated Privacy Policy.
