Riddlesdown Carpet Cleaners Privacy Policy
This Privacy Policy explains how Riddlesdown Carpet Cleaners collects, uses, stores, and protects personal data relating to our customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all customers and prospective customers who use or enquire about the carpet and upholstery cleaning services of Riddlesdown Carpet Cleaners in our service area, whether contact is made in person, by phone, online, or through any other method.
Data Controller
For the purposes of data protection law, Riddlesdown Carpet Cleaners is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:
Identification and contact details, such as your name, address, and other contact details you choose to provide so we can communicate with you and deliver our services.
Service and booking information, such as details of your property areas to be cleaned, type of flooring or upholstery, preferred dates and times, access instructions, and any other relevant information you provide in relation to the services.
Payment and transaction data, including records of payments made for our services, payment method details where required for processing, and related billing information. We do not retain full payment card details where payments are processed through a secure third party.
Communication records, including emails, messages, and notes of calls or enquiries, so that we can manage our relationship with you, handle queries, and keep records of what has been agreed.
Technical usage data, where applicable, such as anonymised or aggregated information about how you access or use our website or online booking tools. This may include device information, browser type, and basic analytics to help improve our services.
How We Collect Personal Data
We collect personal data directly from you when you contact us by phone, speak to us in person, complete a form, request a quote, book a service, or otherwise communicate with us.
We may also collect personal data indirectly where it is provided by someone arranging services on your behalf, such as a family member, landlord, letting agent, or property manager, or where we use basic analytics tools on any website we operate.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so. Depending on the circumstances, this may include:
Performance of a contract. We process your personal data when it is necessary to provide our cleaning services, manage your bookings, respond to your enquiries, issue invoices, and fulfil our contractual obligations.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include managing our business operations, maintaining service records, preventing fraud, ensuring security, improving our services, and keeping in touch with existing customers about similar services they have previously used.
Legal obligation. We process personal data when it is necessary to comply with legal obligations, such as tax, accounting, and regulatory requirements, and to respond to lawful requests from authorities.
Consent. In limited cases we may rely on your consent, for example, where required to send certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide carpet and upholstery cleaning services, including handling enquiries, conducting surveys or assessments if needed, making bookings, carrying out cleaning work, and managing follow-up visits.
To communicate with you about your enquiries, bookings, service confirmations, changes, updates, or any issues that may affect your appointment or our services.
To manage payments and accounts, including issuing quotes, invoices, receipts, and maintaining appropriate records for accounting and tax purposes.
To manage our business, including customer service, quality control, staff training, service planning, and the improvement of our operations and customer experience.
To send service-related information and, where permitted, relevant information about similar services you have previously used, with an option to opt out at any time.
To comply with our legal and regulatory obligations and to establish, exercise, or defend legal claims where necessary.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties when necessary for the purposes described in this Privacy Policy, including:
Service providers acting as processors who provide services such as payment processing, accounting support, IT support, website hosting, email or communication platforms, and secure data storage. These processors only process personal data on our documented instructions and are subject to confidentiality and security obligations.
Professional advisers including accountants, insurance providers, or legal professionals where necessary for business administration, insurance, legal claims, or compliance purposes.
Public authorities or law enforcement agencies where we are legally required or permitted to do so, or to protect our rights, property, or the safety of others.
In all such cases, we take steps to ensure your personal data remains protected and is only processed for lawful purposes.
International Transfers
Where any of our service providers or their systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before any personal data is transferred. These may include standard contractual clauses or other legal mechanisms recognised under data protection law to ensure your data remains adequately protected.
Data Retention
We retain personal data only for as long as is necessary for the purposes set out in this Privacy Policy or as required by law.
Customer records, including booking details and basic contact information, are generally retained for a period necessary to manage our relationship with you, handle any queries or complaints, and meet legal and tax obligations.
Financial and transaction data may be kept for periods required by tax and accounting laws.
Where we rely on consent for marketing, we will retain your contact details for this purpose until you withdraw your consent or object to further communications.
When personal data is no longer required, we will securely delete it or anonymise it so it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those who need it for their roles, using suitable security tools and practices, and ensuring that processors handling data on our behalf maintain adequate security standards.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. They include the right to:
Access your personal data and receive information about how it is processed.
Request the correction of inaccurate or incomplete personal data we hold about you.
Request the deletion of your personal data where there is no lawful reason for us to continue processing it.
Restrict the processing of your personal data in certain circumstances.
Object to the processing of your personal data where we rely on legitimate interests, including profiling for those interests, or where we process your data for direct marketing.
Request the transfer of your personal data in a structured, commonly used, and machine readable format to you or another controller where technically feasible and where the processing is based on consent or contract.
Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, you can contact us using our usual contact channels. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, you can contact us and we will do our best to address your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Scope and Updates to This Policy
This Privacy Policy applies to all customers and prospective customers of Riddlesdown Carpet Cleaners in our service area who contact us, request a quote, or use our carpet and upholstery cleaning services.
We may update this Privacy Policy from time to time to reflect changes in the law, our practices, or our services. Any updated version will be made available to you, and the changes will take effect from the time of publication unless otherwise stated.
You are encouraged to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
