Putney Carpet Cleaning Privacy Policy

This Privacy Policy explains how Putney Carpet Cleaning collects, uses, stores and protects personal data relating to its customers and prospective customers in its service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. 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 Putney Carpet Cleaning customers and potential customers in the areas where we offer our services. It covers personal data collected when you contact us, request a quotation, make a booking, receive cleaning services, communicate with us, or otherwise interact with Putney Carpet Cleaning, whether by telephone, online, or in person.

Data Controller

Putney Carpet Cleaning is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data about you as part of providing our carpet cleaning and related services:

Identification and contact details: This includes your name, address, billing address if different, and preferred contact details such as telephone number and any communication identifiers you choose to provide.

Service and booking information: This includes details about the services you request, dates and times of appointments, property access instructions where provided, room or area descriptions, and any special requirements you tell us about.

Payment and invoice information: This includes records of payments made to us, amounts, dates, methods of payment and invoice details. We do not store full payment card details when payments are processed via secure third party payment providers.

Communications and correspondence: This includes information contained in communications between you and Putney Carpet Cleaning, such as emails, messages, notes from telephone calls, feedback, complaints, and any before and after service notes recorded for quality and record keeping.

Technical and usage information: When you visit our online pages, we may collect limited technical data such as your browser type, device type, approximate location and how you use our online content. This helps us understand and improve our services. Where cookies or similar technologies are used, we will explain this separately where required.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quotation, book a service, or communicate with us. We may also receive limited information about you from third parties when you have authorised them to share your details with us, for example through comparison or referral services you choose to use. In all cases, we only collect data that is relevant and necessary for the purposes described in this Privacy Policy.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on are:

Performance of a contract: We process your data when it is necessary to enter into, or perform, a contract with you. This includes providing quotations, confirming bookings, delivering cleaning services, managing payments and addressing service-related queries.

Compliance with legal obligations: We may process your data when necessary to comply with our legal and regulatory obligations, such as accounting, taxation and record keeping requirements or to respond to lawful requests from competent authorities.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Examples include managing our business operations, improving our services, maintaining safety and security, handling customer enquiries, and maintaining appropriate records of our interactions and services.

Consent: In some limited cases, we may rely on your consent to process your personal data, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide services: To respond to your enquiries, provide quotations, manage bookings, deliver carpet cleaning and related services, and handle any follow-up visits or aftercare you request.

To manage our relationship with you: To communicate with you about your bookings, send appointment reminders, handle questions or complaints, and keep records of your preferences and past services to improve your experience.

To process payments and accounts: To issue invoices, receive and record payments, and maintain appropriate financial and business records.

To improve and manage our business: To analyse service usage patterns, review customer feedback, train staff and improve the quality and efficiency of our services.

To comply with legal requirements: To meet our legal and regulatory obligations and to cooperate with regulators, law enforcement and other authorities when required by law.

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. These may include:

IT and hosting service providers that support our business systems and data storage.

Payment service providers that securely process payments from you to us.

Professional advisers such as accountants or legal advisers to the extent necessary for them to provide services to us.

Where third parties act as processors, they only process your personal data in accordance with our instructions and for the purposes specified by us. We require such processors to implement appropriate technical and organisational measures to protect your data and to comply with applicable data protection laws.

We may also share your information with third parties where required by law, to protect our rights, or to assist in the prevention or detection of crime or fraud, or where you have expressly authorised or requested us to share your data in a particular way.

International Transfers

Where it is necessary for the provision of our services and involves processors located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or other approved transfer mechanisms. You can contact us for more information about international transfers where relevant.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services, meet our legal, accounting and reporting obligations, and resolve disputes.

In general, we keep customer and booking records for a period that allows us to respond to queries, manage repeat bookings and meet legal requirements. Financial and transactional records are typically retained for the period required by law. When personal data is no longer required for the purposes for which it was collected, we will securely delete or anonymise it.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who need it for their role, using secure systems where appropriate, and regularly reviewing our security practices. While no system is completely secure, we are committed to maintaining reasonable and proportionate safeguards.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights apply subject to specific conditions and exemptions. They include:

Right of access: You have the right to request confirmation as to whether we process your personal data and to request a copy of that data, together with certain information about how it is processed.

Right to rectification: You have the right to request correction of inaccurate personal data and completion of incomplete data.

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 needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You have the right in some cases to request that we restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we demonstrate compelling legitimate grounds or the processing is required for legal claims.

Right to data portability: Where processing is based on consent or contract and is 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 transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on consent, you can withdraw this at any time. This will not affect the lawfulness of processing before withdrawal, but may affect our ability to provide certain services that depend on that consent.

You also have the right to lodge a complaint with the data protection supervisory authority if you are concerned about how we handle your personal data. We would, however, encourage you to contact us first so we can respond to your concerns.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.