Privacy Policy - Carpet Cleaners Soho

Carpet Cleaners Soho is committed to protecting the privacy and personal data of all customers in the Soho area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide carpet cleaning and related services. It applies to all Carpet Cleaners Soho customers in the area, including prospective customers, active customers, and anyone who has previously used our services.

1. Who We Are

For the purposes of data protection law, Carpet Cleaners Soho acts as a data controller in relation to the personal data we collect and process in the course of operating our services. This means we determine why and how personal data is used. We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

2. Personal Data We Collect

We collect only the information necessary to deliver our services effectively, manage bookings, respond to enquiries, and meet our legal obligations. The types of personal data we may collect include:

Identity details such as name and title.
Contact details such as address, email address, and telephone number.
Service information including booking details, service preferences, property access notes, and cleaning requirements.
Payment-related information where necessary for transaction processing, invoices, and accounting records.
Communication records including messages, complaints, feedback, and service-related correspondence.
Technical information that may be collected if you interact with our digital systems, such as device data or usage logs.

We do not intentionally collect special category data unless it is strictly necessary and permitted by law. If such information is ever provided voluntarily, we handle it with enhanced protection and only where there is a lawful basis to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

To process enquiries and bookings.
To provide carpet cleaning and related services.
To manage customer records and service history.
To communicate about appointments, service changes, and follow-up matters.
To handle payments, invoices, refunds, and accounting tasks.
To resolve complaints, disputes, and customer support requests.
To improve our operations, training, and service quality.
To comply with legal, tax, insurance, and regulatory obligations.

We only use personal information in ways that are compatible with the purposes described in this notice, unless we are required or permitted by law to do otherwise.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the context, our lawful bases include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing your booking, delivering cleaning services, and handling related customer communications.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include maintaining service records, improving our services, preventing fraud, and managing customer support efficiently. We always assess these interests carefully.

Legal Obligation

We may process personal data when required to comply with legal obligations, such as tax reporting, accounting requirements, or lawful requests from authorities.

Consent

In limited circumstances, we may rely on consent, for example where you have expressly agreed to receive certain optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in providing our services. These parties act as processors or independent controllers depending on the nature of the service they provide. Processors only act on our instructions and must protect your information appropriately.

Examples of processors and service providers may include:

Payment processing providers.
Accounting and bookkeeping providers.
IT and cloud storage providers.
Customer communication and administration tools.
Waste disposal or logistics partners where needed to complete a service.

We may also disclose personal data to professional advisers, insurers, legal representatives, or public authorities where necessary for legitimate business, legal, or regulatory purposes. We do not sell personal data.

6. International Transfers

If any of our processors store or access data outside the UK, we ensure appropriate safeguards are in place before any transfer occurs. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms designed to protect your personal data.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, legal compliance, dispute resolution, and record-keeping. Retention periods vary depending on the type of information and the reason it is held.

In general:

Booking and service records are retained for a reasonable period after the service is completed.
Financial and tax records are retained for the period required by law.
Customer correspondence and complaint records are retained as long as needed to manage the issue and maintain appropriate evidence.

When personal data is no longer needed, we securely delete, anonymise, or archive it in accordance with our retention procedures.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we work continually to maintain a high standard of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions, but we will always assess and respond appropriately. Your rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain information in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the legal timeframes set by applicable law.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in the context of a service arrangement and provided by an adult customer or legal guardian. If we become aware that we have collected data from a child unlawfully, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. The latest version will always govern how we process personal data. We encourage customers in the Soho area to review this policy periodically to stay informed about how their information is handled.

12. How We Apply This Policy

This Privacy Policy applies to all Carpet Cleaners Soho customers in area, including individuals who request a quote, make a booking, receive a cleaning service, or communicate with us in any way related to our services. By using our services, you acknowledge that you have read and understood this policy and that your personal data will be processed in line with the principles described here.

Summary principles: we collect only necessary data, process it lawfully, retain it for limited periods, use trusted processors, and respect your rights. Privacy and accountability remain central to how we operate.