Privacy Policy - Belgravia Carpet Cleaners

This Privacy Policy explains how Belgravia Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Belgravia Carpet Cleaners customers in the area, including individuals who request a quotation, book a service, receive cleaning services, communicate with us, or otherwise interact with us in connection with our carpet cleaning and related services.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help customers understand what data we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and what rights individuals have over their information.

1. Information We Collect

We collect only the information that is necessary for operating our services, managing customer relationships, meeting legal obligations, and improving the quality of our work. The types of personal data we may collect include:

Identity information such as your name and title.
Contact details such as your phone number, email address, billing address, and service address.
Service information including booking details, service preferences, property access instructions, stain or fabric notes, and photographs where needed to assess or deliver cleaning services.
Payment-related information such as payment confirmation or partial card details processed through secure payment providers. We do not intentionally store full card details unless required by the relevant payment processor’s secure system.
Communication records including emails, phone call notes, messages, complaints, and feedback.
Technical and usage data if you interact with our digital systems, such as IP address, browser type, device information, and basic analytics data.

We generally do not seek to collect special category data. However, in limited circumstances, you may voluntarily provide information that could reveal sensitive details, for example if you mention health-related access requirements or property conditions. Where this occurs, we only use that information for the specific purpose for which it was provided and in line with applicable law.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings, schedule appointments, and deliver services.
To communicate about your service, including confirmations, updates, and follow-ups.
To process payments and maintain financial records.
To handle complaints, service issues, and customer support matters.
To maintain operational records and business administration.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, training, and internal processes.
To establish, exercise, or defend legal claims where necessary.

We will only use your information in ways that are compatible with the purposes described in this policy. We do not sell personal data to third parties.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. Belgravia Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotations, arranging appointments, carrying out cleaning services, and managing related customer administration.

Legal Obligation

We process certain information where required to comply with legal obligations, including tax records, accounting duties, and other regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms. Examples include managing our business efficiently, improving our services, preventing fraud, maintaining records, and handling customer enquiries.

Consent

In limited situations, we may rely on your consent, for example where you agree to receive certain marketing communications or where you voluntarily provide optional information not required for the service. Where processing is based on consent, you may withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reason it is held.

Customer and booking records are typically retained for the duration of the relationship and for a reasonable period afterward for administration and dispute handling.
Financial and tax records are retained for the period required by law.
Correspondence and service notes are retained as needed for customer service, evidence, and business continuity.
Marketing preferences are retained until you opt out or until they are no longer needed.

When personal data is no longer needed, we will delete it securely, anonymise it, or otherwise ensure it is no longer identifiable.

5. Processors and Data Sharing

We may share personal data with trusted third-party processors who support our business operations. These processors only act on our instructions and are required to protect your data appropriately. They may include:

Payment processors for secure payment handling.
Booking and scheduling providers for appointment management.
IT and cloud service providers for data storage, communications, and system maintenance.
Accountants or professional advisers for financial, legal, or compliance support.
Customer service tools used to manage communications and feedback.

We may also disclose personal data where required by law, court order, or regulatory authority, or where necessary to protect our rights, customers, staff, or property.

Where processors are used, we ensure appropriate contractual safeguards are in place. These include obligations regarding confidentiality, security, and lawful handling of data.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

While no system can guarantee absolute security, we work to reduce risks and review our safeguards regularly. In the event of a personal data breach that poses a risk to your rights and freedoms, we will take appropriate steps in line with applicable law.

7. Your Rights

Under data protection law, you have important rights regarding your personal data. These rights may be subject to certain conditions or exemptions. They include:

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 request deletion of your data in certain circumstances.
Right to restrict processing – to request limits on how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before acting on a request.

8. Marketing Communications

If we send you marketing communications, they will be based on either your consent or our legitimate interests where permitted by law. You may opt out at any time. When you do so, we will stop sending non-essential marketing messages, though we may still send important service or legal notices.

9. Cookies and Similar Technologies

If we use websites or digital tools that employ cookies or similar technologies, these may be used to support functionality, security, and basic analytics. Where required, we will provide information about such technologies and obtain appropriate consent for non-essential cookies.

10. Children’s Data

Our services are aimed at adult customers and property occupants. We do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in relation to service delivery, and then only where necessary and lawful.

11. International Transfers

Where any personal data is transferred outside the UK or the European Economic Area, we will ensure that appropriate legal safeguards are in place so that the data remains protected to a standard consistent with applicable law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or technology. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically.

13. Summary of Our Commitment

Belgravia Carpet Cleaners respects your privacy and is committed to processing personal data responsibly. We only collect information that is relevant and necessary, we rely on lawful grounds for processing, we retain data only for as long as needed, we work with processors under appropriate safeguards, and we recognise your rights under data protection law. This policy applies to all Belgravia Carpet Cleaners customers in area and is intended to provide clear and transparent information about how we handle personal data.