Privacy Policy - Carpetcleaning Barnes

Carpetcleaning Barnes is committed to protecting the privacy and personal data of our customers, prospective customers, and website or service users. This Privacy Policy explains how we collect, use, share, store, and protect personal information, and it sets out the rights available to individuals under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Policy applies to all Carpetcleaning Barnes customers in the Barnes area and to any person who contacts us, requests a quote, books a service, or receives our carpet cleaning services.

1. Who We Are

For the purposes of data protection law, Carpetcleaning Barnes acts as the data controller for personal data processed in connection with our services. This means we decide how and why your personal information is used.

We are responsible for ensuring that personal data is processed lawfully, fairly, and transparently. We only collect information that is necessary for the delivery, administration, and improvement of our services.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name.
Contact details such as phone number, email address, and service address.
Booking information including appointment dates, service preferences, and instructions relating to access or cleaning requirements.
Payment-related information such as payment confirmation, billing records, and transaction references.
Communication records including emails, messages, call notes, and any feedback or complaints you provide.
Service history including details of previous jobs, cleaning treatments used, and follow-up information.
Technical data where applicable, such as basic device or browsing information if you interact with our digital services.

We generally do not seek to collect special category data. However, if you voluntarily provide information that may reveal health, accessibility, or other sensitive needs relevant to delivering the service, we will process it only when necessary and with appropriate safeguards.

3. How We Collect Your Data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
provide instructions at the time of service;
complete forms or provide feedback;
make a payment or request an invoice.

We may also receive information from third parties where necessary for service administration, such as payment processors, booking systems, or subcontractors acting on our behalf.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under UK GDPR. Depending on the activity, we may rely on one or more of the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes arranging a booking, delivering carpet cleaning services, managing service changes, and handling payments or invoices.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. This may include improving our services, keeping basic records of jobs, preventing fraud, or managing customer enquiries. We always consider whether the processing is proportionate and respectful of your privacy.

Legal Obligation

We may retain and process certain information to comply with legal obligations, including tax, accounting, and record-keeping requirements.

Consent

Where required, we may rely on your consent, for example for certain optional communications or the processing of particularly sensitive information you choose to provide. If we rely on consent, you may withdraw it at any time.

5. How We Use Your Information

We use personal data for the following purposes:

to provide quotes and manage bookings;
to deliver carpet cleaning and related services;
to communicate with you about your appointment or service request;
to process payments and maintain financial records;
to handle complaints, questions, or follow-up matters;
to keep internal records and service history;
to improve service quality and customer experience;
to meet legal, regulatory, or accounting obligations.

We do not use your information for unrelated purposes without informing you and, where necessary, obtaining the appropriate legal basis.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors may only use your data according to our instructions and must keep it secure and confidential.

Examples of processors may include:

IT and cloud service providers that store or support our business systems;
booking or scheduling tools used to arrange appointments;
payment processors that facilitate transactions;
accounting or bookkeeping services that help with financial administration;
subcontractors or cleaning operatives where needed to complete the service.

We may also disclose data if required by law, court order, or a lawful request from a public authority.

We do not sell personal data. Any sharing is limited to what is necessary for service delivery, compliance, or operational support.

7. International Transfers

Where any processor stores or accesses data outside the UK, we will take appropriate steps to ensure your personal information remains protected. This may include using approved safeguards and contractual protections that meet UK GDPR standards.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to fulfil contracts, meet legal obligations, resolve disputes, and maintain business records.

Retention periods may vary depending on the type of information:

Booking and service records are generally kept for a reasonable period after the service is completed.
Financial and invoicing records are kept for the period required by tax and accounting law.
Customer correspondence may be retained for as long as needed to manage queries or complaints.
Consent-based data is kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. These measures are designed to reflect the nature of the data we handle and the risks involved.

While no system can be guaranteed as completely secure, we take data protection seriously and review our safeguards regularly to maintain a high standard of protection.

10. Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. Subject to legal limits, these include the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we use your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you have provided to us, where applicable;
Withdraw consent where processing is based on consent;
Complain to the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law.

11. Children’s Data

Our services are intended for adults or for those acting on behalf of a property owner or occupier. We do not knowingly collect personal data from children except where it is incidental and necessary for service delivery or communication with an adult customer. If we become aware that data has been collected inappropriately, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any updated version will apply from the date it is published or otherwise communicated.

Please review this Policy periodically to stay informed about how we handle personal data. Continued use of our services after updates means you acknowledge the revised Policy.

13. Complaints and Further Information

If you are unhappy with how your personal data is handled, you may raise your concerns with us first so we can try to resolve the matter promptly. You also have the right to contact the UK data protection regulator if you remain dissatisfied.

Carpetcleaning Barnes values your privacy and aims to process all personal information in a lawful, transparent, and respectful manner. We are committed to maintaining trust by using data only where necessary and by protecting it with suitable safeguards.