Carpet Cleaners Marylebone Privacy Policy

This Privacy Policy explains how Carpet Cleaners Marylebone collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Carpet Cleaners Marylebone customers and service users in the Marylebone area, including individuals and businesses who contact us, request a quote, book a service, or otherwise interact with us.

We are committed to processing personal data fairly, lawfully, and transparently, in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

1. Data Controller

The data controller is the legal entity operating under the trading name Carpet Cleaners Marylebone. The data controller is responsible for deciding how and why your personal data is processed and for ensuring that such processing complies with applicable data protection laws.

You may contact us using the contact details provided on our website or in our service correspondence if you have any questions about this policy or how we handle your personal data.

2. Scope of this Privacy Policy

This Privacy Policy applies to all personal data collected and processed by Carpet Cleaners Marylebone in connection with:

Enquiries about our services, including requests for quotes and availability.

Booking and provision of carpet cleaning and related services in the Marylebone area.

Customer accounts, payment processing, and invoicing.

Marketing communications and customer feedback where applicable.

This policy does not apply to third party websites, services, or platforms that may be referenced in our communications but are operated independently by other organisations.

3. Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us:

Identity and contact details such as name, title, address, service address, billing address, and other contact details you provide.

Communication data including the content of your messages or calls with us, booking details, queries, complaints, and feedback.

Service details such as property type, areas to be cleaned, access instructions, and specific requirements you share so we can perform the service.

Transaction and billing data including services ordered, prices, payment status, payment method details limited to what is necessary for invoicing and reconciliation. We do not store full payment card details where payment is processed through secure third party providers.

Technical data where applicable, such as IP address and basic device information collected through our website for security and performance purposes.

Marketing preferences including your consent to receive promotional messages or your request not to receive them.

4. Lawful Bases for Processing

We only process your personal data when we have a lawful basis to do so. The main lawful bases we rely on are:

Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide carpet cleaning services, manage your booking, and issue invoices.

Legitimate interests: We may process your data to pursue our legitimate business interests, such as improving our services, managing our relationship with you, handling queries and complaints, and protecting our business. We balance these interests against your rights and freedoms and only rely on this basis where the impact on your privacy is limited and proportionate.

Legal obligations: We may process certain data to comply with legal and regulatory requirements, such as tax, accounting, and record keeping obligations.

Consent: Where required by law, we will obtain your consent, for example before sending certain marketing communications. You can withdraw your consent at any time, which will not affect the lawfulness of processing before withdrawal.

5. How We Use Your Personal Data

We may use your personal data for the following purposes:

To respond to your enquiries, provide quotes, and discuss your service requirements.

To create and manage bookings, schedule visits, and deliver carpet cleaning and related services at your property.

To issue invoices, process payments through our payment processors, and manage any refunds or adjustments.

To communicate with you about your booking, including confirmations, reminders, and service updates.

To manage customer service, handle complaints, and resolve disputes.

To maintain internal records, including service history and customer preferences, where relevant and proportionate.

To send you service related notices and, where permitted, marketing communications about our services or promotions, respecting your marketing preferences.

To maintain the security and integrity of our systems, prevent fraud, and comply with our legal obligations.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting obligations.

In general:

Booking and service records are kept for a period necessary to manage our relationship with you and to comply with legal obligations, for example for tax and accounting purposes.

Correspondence relating to enquiries and complaints is retained for a reasonable period to respond and to maintain a record of interactions.

Marketing data is retained for as long as you remain subscribed or until you object or withdraw your consent, and for a limited period thereafter to record your preference not to receive marketing.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.

7. Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only allowed to handle your data in accordance with our instructions and are subject to appropriate contractual and security obligations. Typical processors may include:

Payment service providers who process card or online payments on our behalf.

IT and hosting providers who support our website, booking systems, or email services.

Customer management or accounting software providers we use to maintain records and invoicing.

We may also share your data where necessary with:

Professional advisers, such as accountants, where needed for compliance and legitimate business purposes.

Government bodies, regulators, law enforcement, or courts, where we are legally required to do so or where sharing is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties.

8. International Transfers

If any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These may include the use of standard contractual clauses or equivalent legal mechanisms.

9. Data Security

We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures include limiting access to personal data to staff and contractors who need it to perform their duties, using secure systems and passwords, and training relevant staff on data protection obligations.

While we strive to protect your personal data, no system can be completely secure. You are encouraged to take care when sharing information and to notify us promptly if you suspect any misuse of your data in connection with our services.

10. Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, and we may need to confirm your identity before acting on your request. Your rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to erasure: In certain circumstances, you can request that we delete your personal data.

Right to restriction: You can ask us to restrict the processing of your data in specific situations, for example while a complaint or correction request is being reviewed.

Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, machine readable format or transfer it to another controller where technically feasible.

Right to object: You can object to processing based on legitimate interests and to direct marketing at any time.

Rights related to consent: Where we rely on your consent, you can withdraw it at any time without affecting the lawfulness of processing that took place before withdrawal.

If you wish to exercise any of these rights, please contact us using the contact information published on our website or provided in our communications.

11. Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your rights have been infringed.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will be published on our website and will apply from the date of publication. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Carpet Cleaners Marylebone customers and service users in the Marylebone area and is intended to provide clear and transparent information about our data processing activities.