Roehampton Carpet Cleaning Privacy Policy
This Privacy Policy explains how Roehampton Carpet Cleaning collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Roehampton Carpet Cleaning customers and individuals making enquiries in our service area, regardless of how you contact us or use our services.
Who We Are
Roehampton Carpet Cleaning is a carpet and upholstery cleaning service provider operating in the Roehampton area and surrounding locations. For the purpose of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller for the personal data described in this Privacy Policy.
Personal Data We Collect
We collect and process different types of personal data about you, depending on how you interact with us. This may include:
Identification and contact details: name, address, property access details where needed for the service, and other basic contact details you choose to provide, such as messaging IDs on digital platforms where you contact us.
Service and booking information: details of the services you request, property type and size, items to be cleaned, dates and times of bookings, job notes, and related communications.
Payment and transaction data: information about the payments you make for our services and transaction details. We do not seek to collect or store full payment card numbers where payments are processed through third-party payment providers.
Communication data: records of enquiries, complaints, feedback, and any other communications you send to us, whether by phone, text, messaging service, or other means.
Technical and usage data: limited technical data such as IP address, device and browser type, and basic usage information where you visit our online pages, to the extent that such data is collected through analytical or security tools.
How We Collect Your Data
We collect your personal data in several ways:
Directly from you when you contact us by phone, messaging services, or other communication channels, when you request a quote, or when you book a service.
From your use of our online presence, where basic technical and usage data is collected automatically through logs or analytical tools.
From publicly available sources or third parties where necessary to verify addresses or complete bookings, for example where property access information is provided by a landlord or managing agent with your knowledge.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under the UK GDPR and related legislation. The lawful bases we rely on are:
Contract: We process your personal data where it is necessary to enter into a contract with you or to perform a contract, including arranging and completing cleaning services and handling payments.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where these are not overridden by your rights. This includes managing our business operations, improving our services, and keeping basic records of past jobs for reference and repeat bookings.
Legal obligation: We process certain data where required to comply with legal obligations, such as tax, accounting, and consumer protection requirements.
Consent: In limited cases, we may rely on your consent, for example if we send you 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 your personal data only for specified, explicit, and legitimate purposes, including:
To provide our services, including handling enquiries, creating quotes, scheduling and carrying out cleaning work, and issuing invoices or receipts.
To communicate with you about your bookings, changes to our services, or important information relevant to the work we are carrying out for you.
To manage our business records, including maintaining service histories, managing accounts, and resolving disputes or complaints.
To comply with legal, regulatory, and tax requirements, including maintaining records required by law.
To protect our rights and property, including preventing fraud, misuse of our services, and ensuring safety for our staff and customers.
To send you information about similar services that we offer, where this is permitted by law and you have not opted out of such communications.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we retain booking and transaction records for standard statutory periods required for tax and accounting purposes. Communication history and service notes may be retained for a similar period to handle queries, repeat bookings, and any potential claims.
Where we no longer need your data for the original purpose and no legal obligation requires us to retain it, we will delete or anonymise it securely.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These include:
IT and hosting providers who supply or support our business systems and data storage.
Payment service providers who process payments and manage related financial transactions.
Professional advisers such as accountants or legal advisers, to the extent necessary for them to provide their services to us.
These processors are only permitted to process your personal data in accordance with our instructions and are required to keep your data secure and confidential. We do not sell your personal data to third parties.
We may also disclose personal data where required by law or where necessary to protect our rights or the safety of our staff and customers.
International Data Transfers
Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as using jurisdictions with adequate data protection laws or adopting standard contractual clauses or equivalent safeguards.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, damage, or disclosure. These measures include restricted access on a need-to-know basis, secure storage systems, and appropriate data handling procedures for our staff.
While we take care to protect your personal data, no system can be guaranteed to be completely secure. You are responsible for ensuring that any communication channel you use to contact us is suitable for your own privacy needs.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to the personal data we hold about you. These include:
Right of access: You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you can request that we delete your personal data where there is no good reason for us to continue processing it.
Right to restrict processing: You can request that we limit the way we use your data in certain situations, for example while we are verifying its accuracy.
Right to data portability: You can request that we provide certain personal data you have given to us in a structured, commonly used format or that we transfer it to another controller, where technically feasible.
Right to object: You can object to our processing of your personal data where we are relying on legitimate interests, including any direct marketing based on that basis.
Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Exercising Your Rights
If you wish to exercise any of your 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 service materials. We may need to verify your identity before responding to your request. We will respond within the timescales required by law.
You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns first.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. The current version will always apply to all Roehampton Carpet Cleaning customers and individuals in our service area. We encourage you to review this Policy periodically so that you remain informed about how we protect your personal data.
