Putney Carpet Cleaners Privacy Policy
This Privacy Policy explains how Putney Carpet Cleaners collects, uses, stores and protects personal data relating to our customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Putney Carpet Cleaners within our operating area, including individuals, households, landlords, tenants and business clients who contact us, request a quotation, make a booking or otherwise interact with us in relation to carpet, rug, upholstery or related cleaning services.
Personal Data We Collect
We only collect personal data that is necessary for us to provide and manage our services. The types of information we may collect include:
Identification and contact information, such as name, postal address, service address, and contact details. These details enable us to provide quotations, confirm bookings and communicate with you before and after the service.
Booking and service information, such as details of the property or premises to be cleaned, access instructions, preferred dates and times, and information about the type and condition of carpets, rugs and upholstery.
Billing and payment information, such as information necessary to process payments and issue invoices and receipts. We do not retain full card details when payment is processed through a secure payment provider.
Communication records, such as emails or messages you send to us, as well as any notes we make relating to your enquiries, quotations, bookings, feedback or complaints.
Marketing preferences, such as whether you wish to receive occasional updates or promotional messages from us and your preferences about how we contact you.
How We Collect Your Data
We may collect personal data directly from you when you contact us by phone, when you communicate with us online, when you request a quotation or make a booking, and when our team attends your premises to provide services. We may also receive information indirectly if another person acts on your behalf, for example, a landlord, tenant, property manager or family member arranging services for you.
Lawful Bases for Processing
We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:
Contractual necessity. We process personal data where this is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, delivering cleaning services, handling payments and managing any aftercare or related queries.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes managing and improving our services, keeping records of appointments, responding to general enquiries, ensuring security and preventing fraud.
Legal obligations. We may process and retain certain information to comply with legal and regulatory requirements, including tax, accounting and health and safety obligations.
Consent. In some circumstances, we may rely on your consent, for example, for certain types of direct marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide cleaning services, including assessing your requirements, offering quotations, confirming bookings, planning visits and delivering our services at the agreed time and place.
To process payments and manage invoices, including issuing invoices and payment confirmations, processing refunds where necessary and maintaining financial records.
To communicate with you, including responding to your enquiries, confirming appointments, notifying you of any changes or delays and following up on services provided.
To maintain and improve our services, including internal record-keeping, troubleshooting issues, monitoring service quality and training staff.
To send you marketing communications, where permitted, about services that may be relevant to you. You can opt out of marketing at any time.
To comply with legal requirements and to establish, exercise or defend legal claims where necessary.
Data Sharing and Processors
We do not sell your personal data to third parties. We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include providers of booking or scheduling systems, secure payment processors, accounting or invoicing services, and information technology or communication service providers.
These third parties only process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data and are not permitted to use it for their own purposes.
We may also share personal data with professional advisers, such as accountants or legal advisers, where necessary to obtain professional advice or comply with legal obligations. In limited circumstances, we may be required to disclose personal data to public authorities or law enforcement if we are legally obliged to do so.
Data Retention
We keep personal data only for as long as it is necessary for the purposes for which it was collected, including for the purpose of satisfying any legal, accounting or reporting requirements.
Customer records related to bookings and services are generally retained for a period that allows us to manage ongoing relationships, respond to queries and comply with tax and accounting rules. Communication records may be kept for a reasonable period to manage enquiries, complaints and follow-up services.
Where we process personal data based solely on your consent for marketing purposes, we will retain this information until you withdraw your consent or until we determine that it is no longer necessary for those purposes.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage systems and staff training on data protection responsibilities.
While we take reasonable steps to protect your personal data, no transmission or storage system can be guaranteed to be completely secure. You are responsible for keeping any communication channels you use secure and for letting us know promptly if you suspect any misuse of your personal data in connection with our services.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain legal conditions and exemptions. Your rights include:
The right of access. You have the right to obtain confirmation as to whether we process personal data about you and, if so, to request a copy of that data.
The right to rectification. You have the right to request that we correct inaccurate or incomplete personal data concerning you.
The 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 necessary for the purposes for which it was collected and we have no overriding legitimate reason to continue processing it.
The right to restrict processing. You may request that we restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
The right to object. You have the right to object to certain types of processing, including processing based on legitimate interests and processing for direct marketing.
The right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that we transfer it to another controller where technically feasible.
The right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. Any changes will take effect as soon as the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.