Earls Court Carpet Cleaning Privacy Policy

This Privacy Policy explains how Earls Court Carpet Cleaning collects, uses, stores and protects your personal data. It applies to all Earls Court Carpet Cleaning customers and prospective customers in our service area, including anyone who contacts us to request a quote, make a booking, or communicate with us about our services.

Who We Are And Scope Of This Policy

Earls Court Carpet Cleaning is a carpet and upholstery cleaning service operating in the local area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where relevant, Earls Court Carpet Cleaning is the data controller for the personal data described in this Privacy Policy.

This Privacy Policy covers personal data collected through telephone enquiries, text messages, written correspondence, and any other direct interactions you have with us as a customer or prospective customer.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and the services you request. This may include:

Identification and contact details: name, address of the property where services are to be carried out, billing address if different, and basic contact details such as your preferred contact method.

Service and booking information: details of the services you request, property access information that you choose to share with us, preferred dates and times, job history, and notes that help us deliver the service according to your instructions.

Payment related information: limited payment details as required to process payments, such as confirmation of payment status and method. We do not store full card details when payment is processed by a third party payment processor.

Communication data: information contained in enquiries, complaints, feedback, testimonials, and any other communications you send to us, as well as records of our responses.

Technical and usage information: basic operational information generated in the course of providing our services, such as the date and time of your booking and how you came to contact us. We do not intentionally collect special category personal data such as health information unless you voluntarily provide relevant details, for example to ensure safe use of cleaning products in your home.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or engage with us about our services. This may be via telephone, messaging services, or written correspondence.

We may also receive basic information about you from third parties where you have given them permission to share it with us, for example property managers or landlords who arrange cleaning services on your behalf, or comparison and referral services that pass on your enquiry to us. In all cases, any personal data shared with us by a third party is handled in line with this Privacy Policy.

Lawful Bases For Processing

We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the specific activity, we rely on the following lawful bases:

Contract: we process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, scheduling appointments, delivering carpet cleaning and related services, communicating with you about your booking, and handling payments.

Legal obligation: we process certain data where required to meet our legal and regulatory responsibilities, for example to maintain financial records for tax and accounting purposes.

Legitimate interests: we process personal data where it is necessary for our legitimate business interests, and where your rights and freedoms do not override those interests. This includes managing and improving our services, keeping records of past jobs for operational reasons, and responding to enquiries or complaints.

Consent: in limited situations, we may rely on your consent, for example if we wish to use your testimonial for promotional purposes or if we send you certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

We use your personal data to:

Provide quotes, schedule visits, and carry out carpet cleaning and related services at the address you give us.

Communicate with you about your bookings, including confirming appointments, rescheduling when necessary, and providing important information about your service.

Process payments, issue invoices and receipts, and keep appropriate financial and service records.

Respond to enquiries, feedback, and complaints, and resolve any issues that arise during or after the provision of the service.

Maintain internal records of past jobs to support quality control, training, and efficient future bookings.

Where permitted, send you information about services that may be relevant to you, taking into account your preferences and applicable legal requirements.

Data Retention

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

Service and booking records are generally kept for a period that allows us to respond to questions about past work, to manage repeat bookings, and to comply with tax and accounting obligations. In many cases this will be up to six years from the end of the relevant financial year, although some operational records may be kept for shorter periods where a longer retention period is not necessary.

Where we rely on your consent for specific uses of your data, we will generally keep related information only while your consent remains in place or until the purpose has been fulfilled. When data is no longer required, it will be securely deleted or anonymised.

Data Sharing And Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf and who are engaged to support our business operations. These may include:

Payment processing services that handle card or electronic payments securely.

Accountancy or bookkeeping services that assist with financial record keeping and regulatory compliance.

IT, hosting, or software service providers that supply systems used to store or manage our customer records and communications.

Where we use processors, we ensure they are bound by appropriate contractual obligations to protect your personal data, process it only on our instructions, and implement suitable technical and organisational measures.

We may also share personal data where required by law, for example with tax authorities, law enforcement bodies, or regulators, or where it is necessary to protect our legal rights or the rights of others.

International Transfers

If any of our service providers are located outside the United Kingdom or the European Economic Area, personal data may be transferred to countries that may not offer the same level of data protection. Where this occurs, we will take appropriate steps to ensure that adequate safeguards are in place, such as using standard contractual clauses or relying on other lawful transfer mechanisms permitted under data protection law.

Security Of Your Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures are designed to ensure a level of security appropriate to the risks associated with our processing of your data. However, no method of transmission or storage can be guaranteed as completely secure, and you should take care when sharing sensitive information.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access: you can request confirmation of whether we hold personal data about you and request a copy of that data.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data that we hold about you.

Right to erasure: in some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no other legal basis to retain it.

Right to restriction: you can ask us to restrict the processing of your data in certain situations, such as while we verify the accuracy of the data or assess an objection you have raised.

Right to object: you may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object to direct marketing at any time.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a commonly used, machine-readable format or transfer it to another controller where technically feasible.

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

How To Exercise Your Rights

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our main customer communications or through the usual channels you use to book our services. We may need to verify your identity before responding to your request to protect your data from unauthorised access.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practice. Any updated version will apply to all personal data held by us from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.