Privacy Policy - Carpet Cleaners Cr0

This Privacy Policy explains how Carpet Cleaners Cr0 collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners Cr0 customers in the area, including individuals who request a service, receive a quote, book an appointment, or otherwise interact with us in relation to our carpet cleaning services. We are committed to handling personal data in a fair, lawful, transparent, and secure manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners Cr0 provides carpet cleaning and related cleaning services to homes and businesses in the area. For the purposes of data protection law, we are the data controller for the personal data described in this policy. This means we decide why and how your personal data is processed.

2. What Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting our legal obligations. The types of data we may collect include:

• Identity data: name, title, and relevant account or booking identifiers.
• Contact data: address, email address, and phone number.
• Service data: details of the cleaning service requested, property access notes, cleaning preferences, appointment times, and service history.
• Payment data: billing details and payment status. We do not need to store full card details where payments are processed securely by a payment provider.
• Communication data: messages, enquiries, complaints, and feedback you send to us.
• Technical data: limited information such as device type, browser type, and basic logs if you use any digital service related to a booking process.
• Special category data: we do not intentionally collect special category data. If you voluntarily provide information that could reveal health or access needs, we will only use it where necessary and with appropriate care.

We do not seek to collect more information than is required. If you choose not to provide certain data, we may be unable to complete a booking or deliver the service safely and effectively.

3. How We Use Personal Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to arrange, confirm, and deliver cleaning services;
• to manage appointments, changes, cancellations, and service follow-up;
• to process payments, invoices, and receipts;
• to maintain accurate records of customer instructions and completed work;
• to handle complaints, refunds, or disputes;
• to improve our services and internal operations;
• to comply with legal, tax, accounting, and insurance obligations;
• to prevent fraud, misuse, or security incidents.

4. Lawful Basis for Processing

We only process personal data when we have a lawful basis under data protection law. Depending on the context, we rely on the following bases:

Contract

We process your data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes managing bookings, delivering carpet cleaning services, and handling payment-related administration.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include maintaining service records, improving our customer service, protecting our business against fraud, and managing routine communications.

Legal Obligation

We may retain and use certain information where required to comply with legal duties such as tax, accounting, consumer, or insurance requirements.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information or agree to a non-essential use of your data. Where consent is used, you may withdraw it at any time.

5. Sharing Data and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only allowed to use your data under our instructions and must apply appropriate security measures. They may include:

• Payment processors that securely handle transactions;
• IT and cloud service providers that store booking records or support our systems;
• Communication providers that help us send booking confirmations or service updates;
• Accounting or bookkeeping providers that support financial administration;
• Professional advisers such as insurers, auditors, or legal advisers where necessary;
• Subcontractors or cleaning staff where required to carry out a booked service.

We may also share data with public authorities, regulators, law enforcement, or courts where we are legally required to do so. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than required by law. Retention periods depend on the type of information and our legal obligations.

• Booking and service records: retained for a reasonable period to manage customer history, complaints, and business administration.
• Financial and tax records: retained for the period required by law.
• Communication records: retained for as long as needed to resolve queries or maintain evidence of agreements.
• Consent-based records: retained until consent is withdrawn or the data is no longer needed.

When 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 loss, misuse, unauthorised access, disclosure, alteration, or destruction. Measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to information on a need-to-know basis.

Although we take reasonable steps to protect your information, no system can be guaranteed completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will respond in line with applicable law.

8. International Transfers

If any processor stores or accesses data outside the UK, we will ensure that suitable safeguards are in place to protect your information. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal protections.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may not always apply in every situation, but we will assess each request carefully.

• Right of access: you can ask for 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 certain cases, you can ask us to delete your data.
• Right to restrict processing: you can ask us to limit how we use your data in specific situations.
• Right to data portability: you can ask for certain data in a structured, commonly used format.
• Right to object: you can object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Important: exercising these rights may not affect data we are legally required to keep or data needed to fulfil a contract already agreed with you.

10. Children’s Data

Our services are intended for adults arranging cleaning services. We do not knowingly collect personal data from children except where it is incidental to service delivery and provided by an adult customer. If we learn that we have collected data from a child inappropriately, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or business changes. The latest 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 data is handled.

12. Complaints and Supervisory Authority

If you have concerns about how your personal data is handled, you have the right to raise the issue with us first so we can try to resolve it. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

13. Summary of Our Commitment

Carpet Cleaners Cr0 is committed to protecting personal data and using it responsibly. We collect only the information needed to provide services, rely on clear lawful bases, limit retention, use trusted processors, and respect your rights. This policy applies to all Carpet Cleaners Cr0 customers in the area and is designed to ensure that your personal information is handled with care, transparency, and accountability.