Privacy Policy - Ealing Carpetcleaning

This Privacy Policy explains how Ealing Carpetcleaning collects, uses, stores, and protects personal data. It applies to all customers of Ealing Carpetcleaning in the area, including anyone who requests a quote, books a service, receives a service, or otherwise interacts with us in connection with carpet cleaning and related services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Ealing Carpetcleaning is a service provider that processes personal data in order to deliver cleaning services, manage customer relationships, and meet legal and operational obligations. In this policy, references to “we,” “us,” and “our” mean Ealing Carpetcleaning.

This policy applies to all Ealing Carpetcleaning customers in the area, as well as prospective customers and individuals whose data is supplied to us in relation to a booking or service request.

2. Personal Data We Collect

We only collect data that is relevant and necessary for our services. The categories of personal data we may collect include:

Identity data: name, title, and any identifying details you provide when making an enquiry or booking.
Contact data: address, telephone number, email address, and other communication details.
Service data: details about the cleaning services requested, service history, preferences, notes about access arrangements, and instructions for the job.
Payment data: records relating to payments, invoices, refunds, and transaction confirmation details. We do not store unnecessary payment information beyond what is required to complete and record transactions.
Communication data: records of emails, messages, call notes, complaints, feedback, and any other correspondence.
Technical data: limited data such as IP address or device information if you contact us through online systems that collect such details.
Special category data: we do not intentionally collect special category data. If you choose to disclose such information, for example due to access needs or personal circumstances, we will only process it where a lawful basis applies and additional safeguards are in place.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quotation or make an enquiry;
book or receive a cleaning service;
communicate with us by phone, email, text, or other means;
provide feedback or submit a complaint;
complete forms, agree to service terms, or make a payment.

We may also receive personal data from third parties where this is necessary for service delivery, such as a landlord, letting agent, property manager, or another person authorised to arrange the service on your behalf. In those cases, we expect the third party to have a lawful basis for sharing the data.

4. Lawful Basis for Processing

We process personal data only where permitted by law. Our main lawful bases under the UK GDPR are:

Contract: when processing is necessary to provide a quotation, carry out a service, manage bookings, or fulfil our agreement with you.
Legal obligation: when we must retain records for tax, accounting, or regulatory purposes.
Legitimate interests: when processing is necessary for our legitimate business interests and your rights do not override those interests, such as managing customer relationships, improving services, preventing fraud, and handling disputes.
Consent: in limited situations where we rely on your explicit permission, for example for certain optional communications or where required for specific processing activities.

Where consent is used, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, perform, and manage carpet cleaning services;
to confirm appointments and provide service updates;
to process payments and issue invoices or receipts;
to record customer preferences, job notes, and service history;
to handle complaints, questions, and claims;
to maintain business and financial records;
to improve our operations, quality, and customer experience;
to comply with legal obligations and respond to lawful requests.

We do not use personal data for unrelated purposes without a proper lawful basis.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only process data according to our instructions and are required to protect it appropriately.

Examples of processors may include:

IT and cloud service providers: for storing business records, communications, and operational data.
Payment service providers: for processing card or electronic payments.
Accounting or bookkeeping providers: for financial management and compliance.
Scheduling or customer management tools: for booking administration and service coordination.
Professional advisers: such as accountants, auditors, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or official authority, or where disclosure is necessary to establish, exercise, or defend legal claims.

We do not sell your personal data.

7. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements.

Retention periods may vary depending on the type of data and the reason for processing. In general:

Customer and service records: retained for as long as needed to manage the service relationship and address follow-up queries or disputes.
Financial and tax records: retained for the period required by applicable law, typically several years after the end of the relevant accounting period.
Communication records: retained for a reasonable period to support customer service, complaints handling, and business administration.
Marketing preferences: retained until you opt out or request deletion, where applicable.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, and limiting data access to those who need it for legitimate business purposes.

Although we take reasonable steps to safeguard data, no system can be guaranteed to be completely secure.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can request that we limit how we use your data in certain situations.
Right to data portability: you can request your data in a structured, commonly used format where applicable.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request in line with applicable law. In some cases, we may need to retain certain information for legal or operational reasons.

10. Complaints and Supervisory Authority

If you are concerned about how your personal data has been handled, you may raise the issue with us so we can review and address it. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection regulator, if you believe your rights have been infringed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

Final Statement

This Privacy Policy applies to all Ealing Carpetcleaning customers in area and is intended to provide clear, fair, and transparent information about our data protection practices. We aim to process personal data responsibly, lawfully, and with respect for your privacy at all times.