Privacy Policy - Brondesbury Carpet Cleaners

This Privacy Policy explains how Brondesbury Carpet Cleaners collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Brondesbury Carpet Cleaners customers in the area, including individuals who request quotes, make bookings, receive cleaning services, or otherwise interact with us.

We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what data we collect, why we collect it, how long we keep it, and what rights you have.

1. Personal Data We Collect

We collect only the personal data necessary to provide our carpet cleaning and related services, manage our business operations, and comply with legal obligations. The types of information we may collect include:

Identity details such as your name;
Contact details such as your address, email address, and telephone number;
Service information such as property access details, booking preferences, service notes, and cleaning requirements;
Payment-related information such as billing records and transaction details;
Communication records such as enquiries, complaints, feedback, and correspondence;
Technical data such as limited device and usage information if you contact us electronically;
Special category data only where strictly necessary and only if you voluntarily provide it, for example if it is relevant to access arrangements or health-related considerations at a property.

We do not intentionally collect more information than we need. Where possible, we will ask for only the minimum data required to deliver our services safely and effectively.

2. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book a cleaning service;
communicate with us by phone, email, message, or in person;
provide service instructions, feedback, or complaints;
make a payment or request an invoice;
participate in follow-up communications relating to your service.

We may also receive personal data indirectly from:

property owners, tenants, landlords, or managing agents who arrange services;
payment service providers;
business partners or subcontracted service providers acting on our behalf.

3. How We Use Your Data

We use personal data for the following purposes:

to provide carpet cleaning and related services;
to prepare quotes and confirm bookings;
to manage customer accounts and service records;
to process payments and issue invoices;
to communicate with you about appointments, changes, or service matters;
to respond to enquiries, complaints, and requests;
to maintain accurate business, financial, and operational records;
to improve our services and customer experience;
to comply with legal, tax, accounting, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity.

We may use anonymised or aggregated data for internal analysis. Such data does not identify you and is not treated as personal data.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the context, our lawful bases may include:

Contract

We process your data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes booking services, delivering cleaning work, managing appointments, and issuing invoices.

Legal Obligation

We may process data to comply with legal requirements, including tax, accounting, record-keeping, and regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service management, business administration, record keeping, quality control, fraud prevention, and responding to customer issues.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not necessary for the service. Where consent is used, you can withdraw it at any time.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as in an emergency affecting health or safety.

We do not rely on one lawful basis for every activity. The applicable basis depends on the specific purpose for which the data is used.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act as processors or, in some cases, independent controllers. We require appropriate data protection safeguards where personal data is shared.

Processors may include:

payment processing providers;
accounting and bookkeeping services;
IT and cloud storage providers;
customer communication and administration platforms;
subcontractors assisting with service delivery;
professional advisers such as lawyers, insurers, or auditors;
public authorities, regulators, or law enforcement where legally required.

Processors are only permitted to act on our instructions and must protect your personal data using appropriate technical and organisational measures. We do not sell your personal data.

6. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

7. Data Retention

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

Customer and service records are generally kept for the period needed to manage our relationship and resolve any issues;
Financial and tax records are kept for the period required by law;
Communication records may be retained for a reasonable period to handle follow-up, complaints, or disputes;
Incomplete enquiries may be deleted after a suitable period if no service proceeds;
Data no longer needed is securely deleted or anonymised.

When determining retention periods, we consider the nature of the data, the risk of harm from continued storage, and any legal obligations that apply. Once data is no longer required, we will take appropriate steps to dispose of it securely.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may not always apply in every situation, but we will always assess your request fairly and respond in line with legal requirements.

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain cases;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request a copy of certain data in a reusable format;
Right to withdraw consent – where processing is based on consent;
Right to complain – to the relevant data protection authority if you believe your rights have been infringed.

If you exercise a right, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful selection of processors.

While no system can be guaranteed to be completely secure, we work to maintain a high standard of data protection and to reduce risks wherever possible.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is incidental to the provision of services and appropriate legal basis exists. If we become aware that we have collected children’s data inappropriately, we will take steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data processing practices. Any updated version will apply from the date it is published or otherwise made available.

We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary

Brondesbury Carpet Cleaners processes personal data responsibly and only where needed to provide services, manage our business, and comply with legal obligations. We collect limited information, use it for clear and lawful purposes, retain it only as long as necessary, and protect it using suitable safeguards. Customers in the area have rights over their personal data, and we are committed to respecting those rights in a transparent and lawful manner.