Carpet Cleaning Surrey Privacy Policy

This Privacy Policy explains how Carpet Cleaning Surrey collects, uses, stores and shares personal data when providing carpet and related cleaning services. It applies to all Carpet Cleaning Surrey customers within our service area in Surrey, whether you contact us online, by post or in person, and whether you are a private individual, landlord, tenant or business customer.

We are committed to handling your personal data in compliance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to provide clear information in plain language so that you can understand how your data is used and what rights you have.

Who We Are And How We Act As Data Controller

Carpet Cleaning Surrey is the organisation responsible for determining how and why your personal data is processed. For the purposes of data protection law, Carpet Cleaning Surrey acts as the data controller for the personal data described in this Privacy Policy.

If you have questions about this Privacy Policy or how your data is processed, you can contact us using the details provided on our website or in our written communications.

Personal Data We Collect

We collect and process personal data that is necessary to provide our cleaning services, operate our business and meet our legal obligations. The types of personal data we may collect include:

Identification and contact details, such as your full name, postal address, service address, billing address, and any other contact details you choose to provide to us when you make an enquiry or place a booking.

Service and booking information, such as details of the property or premises to be cleaned, access information you provide, preferred dates and times, records of the services requested and completed, and any photographs you ask us to take for reference or proof of work.

Communication records, such as information you provide when you contact us by any method, notes from phone calls, and any feedback, reviews or complaints that you submit to us.

Payment related information, such as payment method, partial card details where required for processing (never full card details when not necessary), transaction amounts and payment status. We do not store full card numbers or security codes when payments are processed through a secure payment processor.

Technical and usage information, where applicable, such as basic device and browsing information when you visit our website. This may include your approximate location, browser type, and information about how you interact with our website. This information is typically collected using cookies or similar technologies, where permitted by law.

How We Collect Personal Data

We collect personal data in several ways, including:

When you contact us directly to request information, a quotation or to book a service.

When you complete a form on our website or send us written correspondence.

When you use our services and we generate internal records (such as booking confirmations, invoices and service notes).

From third parties where lawful and relevant, for example from a letting agent, landlord or business that arranges services on your behalf and provides your details so that we can contact you or carry out the service.

Lawful Basis For Processing

We only process your personal data when we have a lawful basis to do so. Depending on the specific activity, we rely on one or more of the following lawful bases:

Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, preparing quotations, providing cleaning services, taking payment and issuing invoices.

Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, and where your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, responding to queries, and maintaining appropriate records.

Legal obligation. We process personal data where we are required to do so in order to comply with legal obligations, such as tax and accounting requirements, maintaining health and safety records, and responding to lawful requests from public authorities.

Consent. In certain limited circumstances, we may rely on your consent, for example where you choose to receive optional marketing communications. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to your enquiries, provide quotations and manage bookings for our services.

To perform and manage cleaning services at the property or premises that you have specified.

To manage our relationship with you, including customer service, handling complaints and obtaining feedback.

To process payments and maintain accurate financial and transaction records.

To manage our business operations including scheduling, staff allocation, quality control and training.

To meet legal and regulatory requirements, such as accounting and taxation obligations.

To send you service-related messages such as confirmations, reminders, updates or important information about changes to our terms or policies.

To send you direct marketing information about our services where you have consented to this or where we are otherwise permitted by law, and you have not opted out.

Sharing Your Personal Data And Processors

We do not sell your personal data. We may share limited personal data with selected third parties for the purposes set out in this Privacy Policy. These third parties act as data processors or, in some cases, independent controllers. Categories of recipients may include:

Payment service providers that process payments and handle transaction security on our behalf.

IT and hosting providers that supply our booking systems, email services, website hosting and data storage solutions.

Professional advisers such as accountants or legal advisers, where necessary for business operations or to obtain advice.

Contractors and staff who carry out cleaning services and need access to relevant information, such as your name, service address and booking details.

Regulators, law enforcement agencies or public authorities where we are legally required or permitted to do so.

Whenever we engage third party processors, we require them to process personal data only in accordance with our instructions, to keep it secure, and to comply with applicable data protection laws.

International Data Transfers

Where our trusted suppliers or service providers are located outside the United Kingdom or where data may be stored or accessed from another country, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include using countries that have been recognised as providing an adequate level of data protection, or using standard contractual clauses or other legally approved mechanisms.

Data Retention

We keep personal data for as long as is reasonably necessary to fulfil the purposes for which it was collected, including to meet any legal, regulatory, accounting or reporting requirements.

The specific retention period for different categories of data may vary. In general, we retain:

Customer and booking records for a period consistent with limitation periods for legal claims and tax record requirements.

Financial and transaction records for the period required under tax and accounting laws.

Correspondence and complaint records for as long as needed to resolve the issue and demonstrate how it was handled.

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

How We Protect Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those with a genuine business need to access it and using appropriate security controls on our systems.

While we strive to protect your personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we do take all reasonable steps to reduce risks to an acceptable level.

Your Data Protection Rights

Under data protection law, you have several rights in relation to your personal data. These rights apply in many situations, although they are not absolute and may be subject to certain conditions and exemptions. Your rights include:

Right of access. You have the right to request confirmation that we process your personal data and to receive a copy of that data, together with certain information about how it is used.

Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data that we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other lawful basis.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify accuracy or consider an objection.

Right to object. You have the right to object to processing based on our legitimate interests or for direct marketing. If you object to direct marketing, we will stop processing your personal data for that purpose.

Right to data portability. In certain cases, you may have the right to receive a copy of the personal data you provided to us in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller.

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

If you wish to exercise any of these rights, please contact us using the details provided on our website or in our written communications. We may need to verify your identity before responding to your request.

Complaints And Supervisory Authority

If you have concerns about how we handle your personal data, we encourage you to contact us first so that 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.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we process your personal data.