Belgravia Carpet Cleaners Privacy Policy
This Privacy Policy explains how Belgravia Carpet Cleaners collects, uses, stores and protects personal data belonging to its customers and prospective customers in our service area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act, together referred to in this policy as GDPR.
This Privacy Policy applies to all customers, prospective customers and users of Belgravia Carpet Cleaners services within our operating area, whether you contact us online, by post or in person.
Who We Are and How We Act as Data Controller
Belgravia Carpet Cleaners is the organisation responsible for deciding how and why your personal data is used. For the purposes of GDPR, we are the data controller for the personal data described in this policy.
We are committed to processing your personal data lawfully, fairly and transparently, and only for specified, explicit and legitimate purposes.
Personal Data We Collect
We only collect personal data that is necessary for providing our carpet and upholstery cleaning and related services, managing our relationship with you, and complying with our legal obligations.
We may collect and process the following categories of personal data:
Identification and contact details, including your name, postal address, service address, and any other contact details you choose to provide to us.
Booking and service information, including requested services, dates and times of appointments, property type, room and item details, access instructions, and notes necessary to perform the service safely and effectively.
Communication records, including details of enquiries, complaints, feedback or other communications you send to us and our responses.
Payment and transaction information, including records of services purchased, payment status, and billing related information. Payment card data is not stored by us where processed through external payment processors.
Marketing preferences, including your choices regarding receiving marketing communications from us.
Technical or usage information where relevant, such as basic information about how you interact with our website or online content, to the extent that this involves personal data.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us to request a quote, make a booking, confirm or amend an appointment, or communicate with us by any method.
During the provision of services when you provide additional details about your property, access or service preferences.
From third parties where you have authorised them to share information with us, for example where a managing agent or landlord arranges services on your behalf.
From limited publicly available sources where needed to verify address details or identify property access and parking arrangements.
Lawful Basis for Processing
We will only process your personal data where we have a lawful basis under GDPR. Depending on the context, we rely on one or more of the following lawful bases:
Performance of a contract: where processing is necessary to provide our services, handle your bookings, process payments and fulfil our contractual obligations to you.
Compliance with legal obligations: where we must process certain data to meet legal or regulatory requirements, for example for accounting, tax and record-keeping purposes.
Legitimate interests: where processing is necessary for our legitimate business interests or those of a third party, and those interests are not overridden by your rights. This includes managing our business operations, maintaining service quality, responding to enquiries and improving our services.
Consent: where we rely on your explicit consent, for example for certain types of direct marketing communications. You have the right to withdraw consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage cleaning and related services, including confirming appointments, attending your property, tailoring services to your needs and ensuring health and safety.
To manage our relationship with you, including responding to enquiries, providing quotes, handling complaints or service issues and administering your customer account.
To process payments and maintain accurate financial and booking records associated with your use of our services.
To communicate with you about changes to our services, terms, policies or operational matters that may affect you.
To send marketing communications where permitted by law and where you have not opted out or have given consent where required.
To improve our services and operations, including reviewing customer feedback, analysing booking patterns and enhancing our service delivery.
To protect our business, ensure security, prevent fraud and support the establishment, exercise or defence of legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who assist us in delivering our services. These third parties act as data processors on our behalf and only process your data in accordance with our instructions and applicable data protection laws.
Examples of such processors include service management software providers, accounting and bookkeeping support, payment processing providers, secure document storage and electronic communication tools.
We may also share personal data where necessary with professional advisers such as accountants or legal advisers, and with public authorities or law enforcement where we are required to do so by law or in order to protect our rights or the rights of others.
Where any data is transferred outside the United Kingdom or European Economic Area by our processors, we require that appropriate safeguards are in place to protect your personal data in line with GDPR requirements.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting and reporting requirements.
In general, we apply the following retention criteria:
Customer and booking records are retained for a period that allows us to respond to queries, address complaints, and meet tax and accounting obligations.
Financial and invoicing records are retained for the period required by applicable tax and company law.
Marketing data, including contact details and preferences, is retained while you continue to engage with our communications or until you opt out or object to such processing.
Where personal data is no longer required, it will be securely deleted, anonymised or otherwise removed from our systems.
How We Protect Your Data
We implement appropriate technical and organisational measures to keep your personal data secure and to protect it against unauthorised or unlawful processing, accidental loss, destruction or damage.
These measures include limiting access to personal data to personnel and service providers who need it for legitimate business purposes, using suitable security tools and implementing policies and training designed to protect personal data.
Your Data Protection Rights
Under GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access: You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.
Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: You can request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and no legal obligation requires its retention.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain circumstances, such as while we verify its accuracy or consider an objection you have raised.
Right to data portability: In certain circumstances, you can request that we provide you or a third party with a copy of your personal data in a structured, commonly used and machine-readable format.
Right to object: You can object to processing based on our legitimate interests, including profiling, and we will stop processing your data unless we have compelling legitimate grounds. You also have an absolute right to object to direct marketing at any time.
Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how Belgravia Carpet Cleaners handles your personal data, you can contact us using the usual communication methods you use to arrange or discuss our services.
You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe your rights have been infringed. We would encourage you to contact us first so that we have an opportunity to address your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or the way we process personal data. Any updated version will apply to all customers and prospective customers in our service area from the date it is made available.
We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data at Belgravia Carpet Cleaners.
