Uxbridge Carpet Cleaning Privacy Policy
This Privacy Policy explains how Uxbridge Carpet Cleaning collects, uses, stores and protects personal data relating to its customers and prospective customers in the Uxbridge area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Uxbridge Carpet Cleaning customers and enquiries in our service area, regardless of how you contact us or use our services.
Who we are and scope of this policy
Uxbridge Carpet Cleaning provides professional carpet and related cleaning services to residential and commercial customers in the Uxbridge area. In relation to the personal data we process about our customers and prospective customers, we act as a data controller. This means we determine the purposes and means of processing your personal data.
This Privacy Policy applies to personal data collected from individuals and, where applicable, from individuals acting on behalf of businesses in our service area who contact us, request a quote, make a booking, receive services, or otherwise interact with us.
What personal data we collect
We may collect and process the following categories of personal data, depending on how you interact with us:
Identification and contact data: name, address, property access details you choose to provide, and other basic contact details required to manage your booking and provide our services.
Booking and service data: details of the services you request or purchase, property type or room details relevant to cleaning, preferred dates and times, job notes, and communications relating to your bookings.
Payment and billing data: information necessary to process your payments, such as invoice details and payment confirmations. We do not store full card details when payments are taken through secure payment processors; only limited information required for accounting and reconciliation is retained.
Communication data: information contained in or relating to any communications you send to us, such as enquiries, complaints, feedback, or other correspondence by phone, online forms, messaging services, or postal mail.
Technical and usage data: if you visit our website, we may collect limited technical data such as IP address, device information, and basic usage statistics, typically through cookies or similar technologies, to help us understand how our website is used and to maintain its security and functionality.
How we collect your personal data
We collect personal data directly from you when you contact us, request a quote, make a booking, receive services, or communicate with us by any method. We may also receive limited information indirectly from third parties such as referral partners, online platforms, or property managers where they help arrange services on your behalf, in which case they will usually inform you that they are sharing your details with us.
Lawful bases for processing your data
We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely upon are:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or receive our cleaning services. This includes using your data to provide services, communicate with you about appointments, and handle payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer queries and complaints, maintaining business records, and defending legal claims.
Legal obligations: We process certain personal data where it is necessary to comply with legal obligations, such as accounting, tax, and record-keeping requirements, and to respond to lawful requests from public authorities.
Consent: In limited situations, we may rely on your consent, for example for certain forms of direct marketing that go beyond our existing customer relationship. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotes for cleaning services.
To schedule, manage and deliver our carpet cleaning and related services at your property.
To process payments, issue invoices, and administer your customer account.
To communicate with you regarding appointments, service updates, changes to terms, and essential information about our services.
To handle feedback, queries, and complaints, and to provide customer support.
To manage our business operations, including internal administration, reporting, and record keeping.
To comply with applicable laws and regulations, and to cooperate with regulators and law enforcement where required.
To send you information about similar services that may interest you where the law allows, and always respecting your right to object to such communications.
Data sharing and processors
We do not sell your personal data. We may share personal data with third parties where necessary for the purposes set out in this Privacy Policy and where permitted by law. These third parties may include:
Service providers and data processors: such as booking or customer management systems, payment processing providers, IT support, cloud storage providers, and companies that help us send service-related communications. These providers are required to process your data only on our instructions and to protect it appropriately.
Professional advisers: including accountants, insurers, or legal advisers where necessary to obtain professional advice, manage risks, or handle legal matters.
Public authorities and regulators: where we are legally required to disclose personal data, for example to tax authorities, law enforcement, or regulatory bodies.
In each case where we use processors, we put appropriate contractual and security measures in place to ensure your data is protected and processed lawfully.
International transfers
Where our service providers or systems store or process personal data outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your data to a standard essentially equivalent to UK data protection law.
Data retention and storage
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the context in which it was collected.
In general, we retain booking and service records, together with associated contact and billing data, for a period that allows us to respond to queries, handle any potential disputes, and comply with statutory retention obligations. After the relevant retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
How we protect your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. Measures may include secure storage, access controls, encryption in transit where appropriate, regular backups, and restricting access to personal data to those who need it for legitimate business purposes.
Your data protection rights
Under data protection law, and subject to certain conditions and exemptions, you have the following rights in relation to your personal data:
Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with information about how we use it.
Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.
Right to erasure: In certain circumstances, you may 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 have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling, and the right to object at any time to processing of your personal data for direct marketing.
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 personal data in a structured, commonly used, machine-readable format, or transfer it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy, you can contact us using the usual contact details you already have for Uxbridge Carpet Cleaning. We will respond to your request in accordance with applicable data protection law.
You also have the right to lodge a complaint with the UK supervisory authority for data protection if you are concerned about how we handle your personal data. We would, however, appreciate the chance to address your concerns directly in the first instance.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will be posted in the latest version of this policy, and the updated policy will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
