Privacy Policy - Hammersmith Carpetcleaning

This Privacy Policy explains how Hammersmith Carpetcleaning collects, uses, shares, stores, and protects personal data relating to all Hammersmith Carpetcleaning customers in area. It applies to every customer, prospective customer, website visitor, and other individual whose personal data we process in connection with our carpet cleaning, upholstery cleaning, stain treatment, rug care, and related services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or providing us with your personal data, you acknowledge that this Privacy Policy applies to you.

1. Personal Data We Collect

We collect only the personal data necessary to provide our services, manage our business, and meet legal obligations. The categories of data we may collect include:

• Identity information: name, title, and where relevant, business name.
• Contact information: address, email address, telephone number, and service location details.
• Booking and service information: appointment details, service history, cleaning preferences, access instructions, and notes relating to the work requested.
• Payment information: billing details and payment status records. Payment card data is handled securely by payment processors where applicable and is not usually stored by us in full.
• Communications: messages, enquiries, complaints, feedback, and records of correspondence.
• Technical information: limited data such as IP address, browser type, device information, and basic usage data if you interact with our digital services.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. Special category data includes information about health, religion, ethnicity, political opinions, trade union membership, genetic data, biometric data, sex life, or sexual orientation. If such information is disclosed to us incidentally, we will handle it with enhanced care and only where a lawful basis exists.

2. How We Use Personal Data

We use personal data to operate our business and deliver services efficiently and safely. The main purposes for which we process data are:

• to respond to enquiries and provide quotations;
• to arrange, confirm, and deliver cleaning services;
• to manage bookings, amendments, cancellations, and follow-up communications;
• to process payments, invoices, and account records;
• to maintain service quality and customer support;
• to manage complaints, disputes, and insurance-related matters;
• to meet legal, tax, accounting, and regulatory obligations;
• to prevent fraud, misuse, or unauthorised access;
• to improve our operations, scheduling, and service standards;
• to send service-related communications where necessary.

We only use personal data for the purposes stated above or for purposes that are compatible with those purposes. We do not sell personal data.

3. Lawful Basis for Processing

We rely on one or more lawful bases under UK GDPR depending on the purpose of the processing. These may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, handling payments, and managing customer accounts or service requests.

Legal Obligation

We may process data where required to comply with legal obligations, including accounting, tax, record-keeping, safety requirements, and responding to lawful requests from public authorities.

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. These interests may include improving our services, managing appointments, preventing fraud, maintaining business records, and responding to customer support issues. We always consider the potential impact on you and ensure that our processing is proportionate.

Consent

In some cases, we may rely on your consent, for example where it is needed for certain optional communications or for processing special category data in limited circumstances. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties that help us provide and support our services. These third parties act as processors or, in some cases, independent controllers. We ensure that any sharing is done securely and only where necessary.

Our processors may include:

• IT and hosting providers: for secure data storage, system maintenance, and technical support.
• Payment service providers: for processing payments and reducing payment fraud risk.
• Scheduling and booking tools: for managing appointments and service workflows.
• Customer communication services: for sending service confirmations, reminders, and operational messages.
• Accounting and bookkeeping providers: for financial administration and tax compliance.
• Professional advisers: including lawyers, accountants, insurers, and auditors where needed.

We require our processors to protect personal data, use it only on our instructions, and comply with applicable data protection law. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place.

We may also disclose personal data where required by law, to protect our legal rights, to prevent fraud or security incidents, or in connection with a business restructuring, merger, or transfer of assets.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and for as long as required by law. The retention period depends on the type of data and the reason it is held.

• Customer service records: retained for the duration of the customer relationship and for a reasonable period afterwards to manage queries, claims, or repeat services.
• Accounting and tax records: retained for the period required by law, typically up to six years in the UK for financial records.
• Communications and complaints: retained for a period necessary to resolve the matter and demonstrate compliance.
• Technical and operational logs: retained for short periods unless needed longer for security, investigation, or legal reasons.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. We regularly review our retention practices to ensure that data is not kept longer than necessary.

6. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and careful management of third-party access.

No method of transmission or storage is completely secure, but we take reasonable steps to reduce risk and respond promptly to any suspected data breach. Where required by law, we will notify affected individuals and relevant authorities.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to certain conditions and exemptions.

• Right of access: you may request a copy of the personal data we hold about you.
• Right to rectification: you may ask us to correct inaccurate or incomplete data.
• Right to erasure: you may request deletion of your data in certain circumstances.
• Right to restriction: you may ask us to limit how we use your data in certain cases.
• Right to object: you may object to processing based on legitimate interests or direct marketing.
• Right to data portability: you may request certain data in a structured, commonly used format where applicable.
• 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 rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where required for a service arrangement made by a parent, guardian, or responsible adult. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where appropriate.

9. Marketing and Communications

We may send service-related communications necessary to complete bookings, provide updates, or manage after-service matters. We will only send optional marketing communications where permitted by law and, where required, with your consent. You can opt out of marketing communications at any time.

We do not use personal data for unrelated marketing without a lawful basis.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

11. Scope of This Policy

This policy applies to all Hammersmith Carpetcleaning customers in area and to any personal data processed by us in connection with our services. By engaging our services, making an enquiry, or otherwise providing your information, you confirm that you have read and understood this Privacy Policy.

We are committed to respecting your privacy and processing your personal data responsibly, transparently, and securely.