Privacy Policy - Uxbridge Carpetcleaning

This Privacy Policy explains how Uxbridge Carpetcleaning collects, uses, stores, shares, and protects personal data. It applies to all Uxbridge Carpetcleaning customers in the area, including prospective customers, existing customers, and individuals who interact with our services in any way. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Uxbridge Carpetcleaning provides carpet cleaning and related domestic and commercial cleaning services. In the course of providing these services, we may collect and process personal data about customers, property occupants, and other individuals necessary to carry out bookings, deliver services, manage administration, and meet legal obligations.

We are the data controller for the personal data we collect and determine the purposes and means of processing that data.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for our services. The types of information we may collect include:

Identity information such as your name and title.
Contact information such as your address, telephone number, and email address.
Service information such as booking details, property access instructions, service preferences, and cleaning requirements.
Payment information such as transaction details and billing records. We do not normally store full card details where payments are handled by secure third-party providers.
Communication records such as emails, messages, call notes, complaints, and feedback.
Technical information limited to what may be collected when you contact us electronically, such as device or message metadata where relevant.
Special category data is not routinely collected. If such information is shared with us, for example because it is necessary for access arrangements or to protect health and safety, we will process it only where a lawful basis and additional condition under data protection law applies.

We do not intentionally collect more data than is needed to deliver our services and manage our business responsibly.

3. How We Use Personal Data

We use personal data for the following purposes:

To manage enquiries and bookings.
To provide carpet cleaning and associated services.
To communicate about appointments, changes, and service updates.
To process payments, issue invoices, and maintain accounting records.
To handle complaints, service issues, and customer support matters.
To maintain business records and improve service quality.
To comply with legal, tax, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.

Personal data is never used for purposes that are incompatible with those for which it was collected, unless we are permitted or required by law to do so.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, the lawful basis may include:

Contract – when processing is necessary to take steps at your request before entering into a contract or to perform a contract with you, such as arranging and delivering cleaning services.
Legitimate interests – when processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms, such as managing customer records, improving services, and ensuring business security.
Legal obligation – when processing is necessary to comply with legal requirements, including tax, accounting, and record-keeping laws.
Consent – where we ask for your consent, for example for certain marketing communications or other specific uses of data. Where consent is relied upon, you may withdraw it at any time.

We assess the appropriate lawful basis for each activity before processing personal data.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our business and the delivery of services. These third parties act as processors or independent controllers depending on the service they provide.

Processors may include:

Payment service providers who process transactions securely.
Booking, scheduling, or customer management systems.
IT and cloud storage providers used to host data and maintain business systems.
Accountants, bookkeepers, and professional advisers who assist with financial and legal compliance.
Communication service providers used for emails, messaging, or administrative notifications.

Where processors act on our behalf, they are required to process personal data only according to our instructions and to implement appropriate security measures. We do not sell personal data.

We may also disclose information where required to do so by law, regulation, court order, or other lawful request from public authorities.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms. These safeguards are used to protect your data and maintain a level of protection consistent with UK GDPR requirements.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including the purposes of satisfying legal, accounting, or reporting requirements. The retention period depends on the type of information and the reason it is held.

Booking and service records are usually retained for a reasonable period after the service is completed.
Financial and invoicing information is retained for the period required by tax and accounting laws.
Correspondence and complaint records may be retained to evidence service history and resolve disputes.
Where data is no longer needed, it is securely deleted, anonymised, or destroyed.

We regularly review the data we hold to ensure it is not kept for longer than necessary.

8. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to data on a need-to-know basis. While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards periodically.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis and the circumstances of processing. They include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to request correction of inaccurate or incomplete data.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restrict processing – to ask us to limit how we use your data in certain cases.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to data portability – to receive certain data in a commonly used, machine-readable format where applicable.
The right to withdraw consent – where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data has been mishandled. We encourage you to contact us first so we can address any concerns promptly and fairly.

10. Marketing Preferences

If we send marketing communications, we will do so only where permitted by law. You may opt out of receiving marketing messages at any time. When you object to marketing, we will stop using your personal data for that purpose. We respect your preferences and aim to make any communications relevant and minimal.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect children’s personal data unless it is provided indirectly and only where necessary for service delivery or safety reasons. If we become aware that we have collected personal data unlawfully from a child, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically so you remain informed about how we use personal data.

13. Summary of Our Commitment

Uxbridge Carpetcleaning is committed to lawful, transparent, and secure processing of personal data. We collect only the information needed to provide our services, rely on clear lawful bases for processing, retain data only for as long as required, and use processors that meet appropriate data protection standards. We also respect the rights of all customers in the area and will respond to requests in accordance with data protection law.

This Privacy Policy applies to all Uxbridge Carpetcleaning customers in area.