Tolworth Carpet Cleaners Data Protection Policy
This Privacy Policy explains how Tolworth Carpet Cleaners collects, uses, stores and protects personal data relating to our customers. It applies to all Tolworth Carpet Cleaners customers within our service area, regardless of how you contact us or use our services, including enquiries, bookings and ongoing customer relationships.
We are committed to respecting your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation GDPR and the Data Protection Act 2018.
Personal data we collect
We collect and process only the personal data that is necessary to provide our carpet cleaning and related services, manage our business and meet our legal obligations. The types of personal data we may collect include
Identification details such as your name and, where relevant, business name or contact person details for business customers.
Contact details such as your residential or business address, service address if different, and any other address you provide for access or billing purposes.
Communication details such as information you provide when you contact us by phone, text message, online enquiry form or in person, including any notes relating to your booking, preferences or special instructions.
Service information such as records of the services you request or purchase, visit dates and times, areas of the property to be cleaned, before and after job notes and feedback you give us about our services.
Billing and payment information such as the amount charged, payment method type and status of payment. We do not store full card details when payments are processed through secure third party payment providers.
Technical and usage information where relevant, such as basic information about how you found our services or interacted with our online content. We keep this to what is necessary to operate and improve our services.
How we collect personal data
We may collect personal data directly from you when you contact us to request information, ask for a quotation, make a booking, amend or cancel a booking, pay for services or provide feedback. This may be done in person, by telephone, by message or through an online form.
We may also receive personal data indirectly when you are referred to us by another customer or partner, or when someone books a service on your behalf. In these cases, we rely on the referrer to ensure that you are informed about the disclosure where required by law.
Lawful basis for processing
We only process your personal data when we have a lawful basis for doing so under the GDPR. Depending on the context, one or more of the following lawful bases will apply
Contract We process personal data to enter into and perform our contract with you, including providing quotations, confirming bookings, delivering services, taking payment and communicating with you about your booking.
Legitimate interests We process personal data for our legitimate business interests, such as keeping records of services provided, managing our schedule, improving our services, responding to enquiries and maintaining customer relationships. We balance these interests against your rights and freedoms and do not use your data where our interests are overridden by your interests or fundamental rights.
Legal obligation We process certain data to comply with legal and regulatory requirements, such as tax, accounting and record keeping obligations, and to respond to lawful requests from public authorities.
Consent In specific situations, we may rely on your consent, for example for certain optional marketing communications where consent is required. When we rely on consent, you may withdraw it at any time.
How we use personal data
We may use your personal data for the following purposes
To provide and manage our carpet cleaning and related services, including handling enquiries, issuing quotations, confirming bookings, planning visits and carrying out work at your property.
To communicate with you, including sending booking confirmations, service reminders, updates about your appointment, responses to your questions and information about any changes to our terms or policies.
To process payments and maintain financial and service records for accounting, reporting and internal administration.
To improve and develop our services, for example by reviewing customer feedback, analysing common issues and adjusting how we deliver our services.
To manage and protect our business, including managing risk, handling disputes or complaints and enforcing our contractual rights.
To meet our legal and regulatory obligations and to cooperate with regulators or law enforcement where required.
Data sharing and processors
We do not sell your personal data. We may share personal data with carefully selected third parties where this is necessary and lawful, including
Service providers acting as processors who perform functions on our behalf, such as booking or scheduling software providers, secure payment processors, IT support, data storage providers and accountants or other professional advisers. These processors are only permitted to use the data in accordance with our instructions and for the purposes we specify, and they are required to protect your data appropriately.
Public authorities or law enforcement agencies where we are required by law to disclose information, or where disclosure is necessary to protect our rights, property or safety or that of our customers or others.
Successors in title in the event that our business is transferred, merged or restructured. In such cases, any new controller will be required to use your data only in accordance with this Privacy Policy and applicable law.
Data retention
We keep personal data only for as long as is necessary for the purposes for which it was collected and to meet our legal, accounting and reporting obligations. When determining the appropriate retention period, we consider the nature of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and applicable legal requirements.
As a general guide, we retain
Booking and service records for a period that allows us to respond to queries, manage repeat work and maintain accurate service history.
Accounting and tax records, including invoices and payment records, for the periods required by tax and company law.
Correspondence and complaint records for as long as necessary to resolve any issues and demonstrate how we handled them.
At the end of the relevant retention period, personal data is securely deleted, anonymised or otherwise put beyond use.
Data security
We take reasonable and appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures include limiting access to personal data to those who need it for their roles, using secure storage and transmission methods and keeping our procedures under review.
Your data protection rights
If you are a customer of Tolworth Carpet Cleaners within our service area, you have a number of rights under data protection law in relation to your personal data, subject to certain conditions and exemptions. These include
Right of access You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.
Right to rectification You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing You can request that we restrict our use of your personal data in certain cases, such as while we are considering a request to rectify or erase your data.
Right to object You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds to continue or the processing is needed for legal claims.
Right to data portability Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.
Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or changes in legal requirements. When we make changes, we will revise the date of the latest version at the end of this document. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
This Privacy Policy applies to all customers of Tolworth Carpet Cleaners within our service area and is intended to provide clear and transparent information about our use of personal data in line with GDPR requirements.
