Privacy Policy - Ealing Carpetcleaning

Ealing Carpetcleaning is committed to protecting the privacy and personal data of all customers in the Ealing area. This Privacy Policy explains how we collect, use, store, share, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Ealing Carpetcleaning customers in the area, including private households, landlords, tenants, and business clients who use our services.

1. Who We Are

Ealing Carpetcleaning provides carpet, rug, upholstery, and related cleaning services to customers in Ealing and surrounding local areas. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed.

2. Personal Data We Collect

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

• Identity data: name, title, and any relevant customer reference information.
• Contact data: address, email address, and telephone number.
• Service information: details about the cleaning service requested, property access notes, stain or fabric information, and preferences.
• Billing and payment data: payment status, invoices, and records needed for accounting purposes. We do not keep unnecessary financial details.
• Communication data: records of emails, calls, messages, quotes, complaints, feedback, or service updates.
• Technical data: limited information such as IP address or browser details if you interact with our digital systems, where applicable.

We do not intentionally collect special category data unless it is provided by you and is strictly necessary for a specific service arrangement. If such data is ever needed, it will only be processed where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use your personal data for the following purposes:

• to provide cleaning quotes and schedule appointments;
• to deliver cleaning services safely and effectively;
• to communicate with you about bookings, changes, or service queries;
• to issue invoices, manage payments, and maintain financial records;
• to handle complaints, service issues, and customer support requests;
• to maintain internal records and improve service quality;
• to comply with tax, accounting, insurance, and other legal requirements.

We only use personal data in ways that are fair, lawful, and limited to what is necessary for the relevant purpose.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Ealing Carpetcleaning relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, carrying out cleaning services, and managing bookings and payments.

Legal Obligation

We may process and retain certain information where needed to comply with legal duties, such as accounting, tax, insurance, or record-keeping requirements.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include responding to customer enquiries, improving our services, preventing fraud, and maintaining secure business operations.

Consent

In limited situations, we may ask for your consent, for example if we need to use optional marketing communications or process data outside the usual service context. Where consent is used, you may withdraw it at any time.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and operational requirements. Retention periods depend on the type of data and the reason it is held.

• Customer service records are generally kept for a reasonable period after the service is completed to manage queries or disputes.
• Accounting and tax records are retained for the period required by law.
• Communication records may be kept for as long as needed to resolve issues or maintain business continuity.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of safely. We do not keep personal data indefinitely.

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and must protect it appropriately. They may include:

• payment service providers;
• booking or scheduling tools;
• accounting and bookkeeping services;
• IT, email, and data storage providers;
• professional advisers such as insurers, accountants, or legal advisers where necessary.

We do not sell personal data. We only disclose information where needed to deliver our services, meet legal obligations, or protect our legitimate interests. If data is transferred outside the UK or EEA, appropriate safeguards will be used to protect your information.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful handling of customer records.

While we work hard to protect your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we will act responsibly and promptly if any data issue arises.

8. Your Rights Under GDPR

As a data subject, you have important rights over your personal data. Subject to legal limits, you may have the right to:

• Access the personal data we hold about you;
• Rectify inaccurate or incomplete information;
• Erase your personal data in certain circumstances;
• Restrict processing in certain situations;
• Object to processing based on legitimate interests or direct marketing;
• Data portability for information you provided to us, where applicable;
• Withdraw consent at any time where consent is the lawful basis;
• Complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully.

To protect your privacy, we may need to verify your identity before responding to a rights request.

9. Children’s Data

Our services are intended for adults arranging cleaning services for homes or businesses. We do not knowingly collect personal data from children. If we become aware that we have collected such data without appropriate authority, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Our Commitment to Privacy

Ealing Carpetcleaning values trust, transparency, and responsible data handling. We will only process personal data where we have a valid lawful basis, and we will always aim to keep information accurate, secure, and relevant. Our approach is designed to ensure that your rights are respected while allowing us to provide reliable cleaning services throughout Ealing.

By using Ealing Carpetcleaning services in the Ealing area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.