Harlesden Carpet Cleaners Privacy Policy
This Privacy Policy explains how Harlesden Carpet Cleaners collects, uses, stores and protects personal data relating to our customers and prospective customers within our service area. We are committed to respecting your privacy and complying with the UK General Data Protection Regulation and all applicable data protection laws.
By using our services, booking an appointment, making an enquiry or otherwise interacting with us, you acknowledge that you have read this Privacy Policy and understand how we process your personal data.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and potential customers of Harlesden Carpet Cleaners in our service area, as well as individuals who contact us for information about our services. It covers personal data collected through any channel, including in person, by phone, in writing, and through online enquiries.
Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:
Contact and identification data: name, address, property access details where relevant, and any additional contact preferences you choose to provide.
Service and booking data: details of the services you request, dates and times of appointments, property type and size, specific cleaning requirements, job notes, and related service history.
Payment and billing data: information necessary to process your payments such as billing address and payment transaction details. We do not store full card details if payment is taken via a third party payment processor.
Communication data: records of communications with you, including the content of your enquiries, feedback, complaints, and any follow-up correspondence.
Technical and usage data: if you use our online services, we may collect technical information about your device and usage, such as IP address, browser type and approximate location, where this is necessary for security or to operate our website.
How We Use Your Personal Data
We use your personal data only for specified, explicit and legitimate purposes, including:
To provide and manage our services: processing bookings, arranging visits, performing cleaning services, and managing your customer account and service history.
To communicate with you: responding to your enquiries, confirming appointments, sending important service information, and handling any complaints or queries.
To process payments and invoices: issuing invoices, collecting payments, and maintaining financial records for accounting and tax purposes.
To improve our services: analysing feedback and service history to help us maintain and improve service quality and customer satisfaction.
To ensure security and legal compliance: preventing fraud, maintaining the security of our systems and records, and complying with our legal and regulatory obligations.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, this may include:
Contract: where processing is necessary to enter into or perform a contract for carpet cleaning or related services with you. For example, we need your contact information and service details to provide the services you have requested.
Legal obligation: where processing is required for us to comply with legal obligations, such as tax and accounting requirements or responding to lawful requests from public authorities.
Legitimate interests: where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This may include managing our relationship with you, maintaining service records, improving our services, and ensuring the security of our operations.
Consent: where we rely on your consent for specific activities, such as certain types of optional marketing communications. Where we rely on consent, you can withdraw your consent at any time.
Data Retention
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy any legal, regulatory, tax, accounting or reporting requirements.
In general, we apply the following retention practices:
Customer and service records: kept for the duration of our relationship with you and for a period afterwards, where required or justified by legal or business needs, such as dealing with queries or complaints relating to past services.
Payment and financial records: retained for the period required by tax and accounting laws.
Enquiry and communication data: retained for a period that allows us to respond to your enquiry and maintain a record of our interactions, then either deleted or anonymised when no longer needed.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.
Service providers and data processors: we may engage third party companies to provide services such as payment processing, accounting support, customer management tools, secure data storage, or information technology support. These third parties act as data processors, process personal data only on our instructions, and are bound by contractual obligations to protect your data and keep it confidential.
Professional and legal advisers: we may share your data with professional advisers, including accountants, insurers or legal advisers, where reasonably necessary for the establishment, exercise or defence of legal claims or to comply with our legal obligations.
Public authorities: we may disclose your personal data where required to do so by law or where we reasonably believe such action is necessary to comply with legal obligations or to protect our rights, property or safety, or that of others.
Where we use processors located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and processors who have a genuine business need to know it and who are subject to confidentiality obligations.
While we strive to protect your information, no system can be completely secure. We cannot guarantee the security of information transmitted to us, but we continuously review and enhance our security measures.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:
Right of access: you have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: you have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: you have the right to request that we restrict the processing of your personal data in certain circumstances, such as while we verify its accuracy or deal with an objection.
Right to object: you have the right to object to the processing of your personal data where we are relying on legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is required for legal claims.
Right to data portability: where our processing is based on your consent or on a contract and is carried out by automated means, you have the right to receive your personal data in a structured, commonly used and machine readable format and to request that we transfer it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can address your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory requirements, or improvements in how we manage privacy. Any updated version will be made available to you, and the date of the latest revision will be indicated. We recommend that you review this Privacy Policy periodically to stay informed about how we use your personal data.
