Richmond upon Thames Carpet Cleaners Privacy Policy
This Privacy Policy explains how Richmond upon Thames Carpet Cleaners collects, uses, stores and shares personal data when providing carpet cleaning and related services. It applies to all Richmond upon Thames Carpet Cleaners customers located in the Richmond upon Thames area, including residential and commercial customers, as well as anyone who contacts us to request information or a quotation.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and any other applicable data protection laws.
Data Controller
Richmond upon Thames Carpet Cleaners is the data controller for the personal data described in this Privacy Policy. As data controller we decide how and why your personal data is processed and are responsible for ensuring that it is handled lawfully and securely.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details such as name, title, address, property access details, and general location information within the Richmond upon Thames area.
Contact preferences and communication details such as your preferred contact method and records of communications between you and Richmond upon Thames Carpet Cleaners.
Service and booking information such as dates and times of appointments, details of the services requested or provided, descriptions of the property areas to be cleaned, and any instructions or notes you provide.
Billing and payment information such as invoices, payment confirmations, and basic transaction details related to the services you purchase. Payment card details are handled by secure payment processors and are not stored by us where this can be reasonably avoided.
Technical and usage information where you interact with our online presence, which may include device information, general browsing data and similar information, collected through standard web technologies.
Feedback and reviews such as comments, ratings, testimonials and survey responses that you choose to provide about our services.
How We Collect Your Personal Data
We collect personal data directly from you when you contact Richmond upon Thames Carpet Cleaners by telephone, through online forms, by post, or in person, including when you request a quotation, make a booking, or communicate with us regarding an existing service.
We may also receive personal data indirectly from third parties where you have asked another person or organisation to book services on your behalf, such as property managers, landlords, estate agents or relatives who arrange cleaning at your property.
Limited technical data may be collected automatically through your use of our online services through standard logging technologies, for purposes such as security, service improvement and basic analytics.
Lawful Bases for Processing
We process your personal data only where there is a lawful basis under data protection law. The main lawful bases we rely on are:
Performance of a contract. We process personal data to enter into and perform our agreement with you, including providing quotations, scheduling appointments, delivering carpet cleaning services, issuing invoices, and communicating with you about your booking.
Compliance with legal obligations. We may process personal data to meet our legal and regulatory duties, such as maintaining financial and tax records and responding to lawful requests from authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Examples include improving our services, managing our relationship with customers, handling enquiries and complaints, protecting our business and staff, and maintaining appropriate records.
Consent. In limited cases we may rely on your consent, for example for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
Richmond upon Thames Carpet Cleaners uses personal data for the following purposes:
To process enquiries, provide quotations and respond to your questions about our services.
To manage bookings, schedule appointments, and deliver carpet cleaning and related services at your property in the Richmond upon Thames area.
To manage your customer account and maintain accurate records of services provided and payments received.
To communicate with you about your booking, including confirmations, reminders, changes, cancellations, and follow up communications.
To handle feedback, complaints and disputes, and to provide customer support.
To comply with legal, regulatory and tax obligations and to maintain appropriate business records.
To improve our services, operations and customer experience, including by analysing service usage and feedback on an aggregated basis.
To send you information about similar services that may be of interest to you, where permitted by law and where you have not opted out of such communications.
Data Sharing and Processors
We may share your personal data with trusted third parties who act as data processors on our behalf. These may include:
IT and system providers who host and maintain our booking, communication and record-keeping systems.
Payment processors who handle transactions securely when you pay for our services.
Professional advisers such as accountants or legal advisers who help us comply with our legal obligations and manage our business.
Service partners or subcontractors who support the delivery of our services, for example specialist cleaning technicians, provided they are bound by appropriate data protection obligations.
These processors are only permitted to process your personal data in accordance with our instructions and for the specific purposes set out in written agreements that include appropriate data protection safeguards.
We may also share personal data where required by law, court order or other legal obligation, or where it is necessary to protect our rights, property or the safety of our staff, customers or others.
We do not sell your personal data to third parties.
Data Retention
Richmond upon Thames Carpet Cleaners retains personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting or reporting requirements.
Customer and booking records are generally kept for a period necessary to manage our relationship with you and meet our tax and accounting obligations. This may typically be up to six years from the end of our relationship, unless a longer retention period is required or permitted by law.
Where we rely on consent for certain communications and you withdraw that consent, we will stop using your data for that specific purpose, while retaining minimal information to record your preference.
When personal data is no longer required, we will securely delete or anonymise it in line with our data retention procedures.
International Transfers
If any of our processors or service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before any international transfer of personal data occurs. This may include the use of standard contractual clauses or ensuring that the country has been recognised as providing an adequate level of data protection.
Your Data Protection Rights
As a customer of Richmond upon Thames Carpet Cleaners in the Richmond upon Thames area, you have a number of rights in relation to your personal data under data protection law. These include:
The right of access. You can request confirmation that we process your personal data and obtain a copy of that data, together with certain information about how it is used.
The right to rectification. You can ask us to correct inaccurate personal data or complete incomplete data.
The right to erasure. In certain circumstances, you can request that we delete your personal data, 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 lawful basis to continue processing.
The right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we are checking the accuracy of data you contest.
The right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format and transmit it to another controller where technically feasible.
The right to object. You can object to our processing of your personal data where we are relying on legitimate interests, including profiling based on those interests. You also have the right to object at any time to the use of your personal data for direct marketing.
The right to withdraw consent. Where we rely on your consent for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the Information Commissioners Office or another competent supervisory authority if you believe your data protection rights have been infringed.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. Measures may include secure storage, access controls, staff training and the use of reputable third party service providers who maintain appropriate security standards.
Changes to This Privacy Policy
Richmond upon Thames Carpet Cleaners may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any significant changes will be communicated where appropriate, and the updated version will apply from the date of publication.
By continuing to use our services after any updates, you acknowledge that you have read and understood the revised Privacy Policy.