Privacy Policy - Carpetcleaning Chelsea

This Privacy Policy explains how Carpetcleaning Chelsea collects, uses, stores, shares, and protects personal data relating to its customers in the Chelsea area. It applies to all Carpetcleaning Chelsea customers in area, including prospective customers, current customers, and anyone who has used our services or enquired about them. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Carpetcleaning Chelsea acts as the data controller in relation to the personal data described in this Privacy Policy. This means we determine why and how personal data is processed for our service operations, customer management, administration, invoicing, and related business activities.

2. Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a service, book an appointment, or use our services:

Identity data: name, title, and any relevant customer reference details.
Contact data: address, email address, telephone number, and service location details.
Service data: details about the cleaning services requested, property type, cleaning preferences, stains or fabric issues described by you, and service history.
Transaction data: payment status, invoices, receipts, and billing-related records.
Communication data: information included in emails, messages, booking requests, complaints, reviews, and customer feedback.
Technical data: limited information such as device, browser, or access records if provided through digital systems used for administration.
Special category data: we do not normally seek sensitive personal data. If you voluntarily provide such information, for example due to access needs or household circumstances, we will only process it where permitted by law and necessary for the service.

We collect personal data directly from you in most cases. In some situations, we may receive information from third parties acting on your behalf, such as a landlord, managing agent, family member, or business client who arranges services for a property.

3. How We Use Personal Data

We use personal data only where it is necessary for our operations and permitted by law. Typical uses include:

managing enquiries and bookings;
providing carpet cleaning and related services;
issuing quotes, invoices, and payment records;
communicating about appointments, service updates, or follow-up matters;
handling complaints, disputes, or service quality concerns;
maintaining business records and internal administration;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or security incidents;
improving service delivery and customer experience.

We do not use personal data for unrelated purposes without informing you where required by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the context, Carpetcleaning Chelsea relies on one or more of the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, handling service-related communication, and processing payments.

Legal Obligation

We process certain information to comply with legal requirements, including accounting, tax, record-keeping, insurance, and other regulatory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer records, improving operations, maintaining security, preventing fraud, and responding to service issues.

Consent

Where required, we rely on your consent. If we ask for consent, it will be specific, informed, and freely given. You may withdraw consent at any time, although this will not affect processing already carried out lawfully before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary service arrangements, but may be used in exceptional circumstances if necessary to protect someone’s vital interests or where required by law.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, or compliance. These parties act either as independent controllers or as processors on our behalf.

Processors are organisations that process personal data under our instructions and are required to protect it appropriately. Examples may include:

payment service providers;
booking or scheduling software providers;
cloud storage and IT support providers;
accounting and bookkeeping services;
email, communication, and document management tools;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We only share the minimum data needed for the relevant purpose. All processors are expected to act under written agreements and to use appropriate security and confidentiality measures. We do not sell personal data.

We may also disclose data if required by law, court order, regulatory request, or to protect our legal rights, staff, customers, or the public.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and for any longer period required by law. Retention periods depend on the type of data and the reason for processing.

Customer and service records: retained for a reasonable period after the service is completed to manage follow-up queries, warranties, complaints, or disputes.
Financial and tax records: retained for the period required by law and accounting rules.
Correspondence: retained as long as needed to evidence communications or resolve issues.
Technical and security records: retained for short periods unless longer retention is needed for investigation or legal purposes.

When personal data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and controlled sharing with processors. While no system can be guaranteed completely secure, we take reasonable steps to safeguard data in line with its sensitivity.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exemptions, but we will always review requests carefully.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: in some cases, you may ask us to delete your data.
Right to restriction: you may request that we limit processing in certain circumstances.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: where relevant, you may request that data you provided to us is transferred in a structured format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data rights have been infringed. We encourage customers to raise concerns with us first so that we can address them promptly and fairly.

9. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place, such as an adequacy regulation, approved contractual protections, or another lawful transfer mechanism. We will only transfer data where necessary and where appropriate protection is available.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Approach

Carpetcleaning Chelsea is committed to using personal data responsibly, transparently, and only where necessary. We collect only the information needed to provide services, comply with the law, and manage our relationship with customers. We rely on clear lawful bases, use trusted processors under proper safeguards, and keep data only for as long as required. We also respect and support your rights under data protection law.

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