Privacy Policy

Carpet Cleaners Waterloo Privacy Policy

This Privacy Policy explains how Carpet Cleaners Waterloo collects, uses, stores and protects personal data relating to customers and prospective customers in the Waterloo area. It is designed to comply with the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation. This Privacy Policy applies to all Carpet Cleaners Waterloo customers and service users in the area, including those who contact us for quotations, make bookings, or otherwise interact with our services.

Data Controller

For the purposes of data protection law, Carpet Cleaners Waterloo is the data controller in relation to the personal data described in this Privacy Policy. This means that we decide how and why your personal data is processed in connection with our carpet cleaning and related services in the Waterloo area.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, address, service address, and other contact details required to provide our services to you.

Communication data, such as details of enquiries, messages or feedback you send us, and any information you provide when you contact us to request quotations, make bookings, or seek customer support.

Service and transaction data, such as details of the services you request or receive, booking dates and times, pricing information, payment status, and limited payment-related details necessary to confirm that a payment has been made. We do not store full card details.

Usage and technical data, such as information relating to your use of our website or online forms, including device type, basic diagnostic information and other technical data that may be collected through cookies or similar technologies where applicable and permitted by law.

Preference data, such as your preferred appointment times, access instructions, and any special requests that you choose to share with us relating to the provision of our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, obtain a quotation, book a service, or communicate with us for any other reason. This includes data collected by phone, through online forms, or in person at the time of service.

We may also receive personal data indirectly when someone else books a service on your behalf and provides your details as the contact person or service recipient.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the circumstances, we rely on the following legal bases:

Contractual necessity: We process your data when it is necessary to enter into or perform a contract with you, for example to provide carpet cleaning or related services you have requested, manage your bookings, and handle payments.

Legitimate interests: We process certain data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing and improving our services, handling customer queries, keeping appropriate business records, and protecting our business from fraud or misuse.

Legal obligation: We may process your data where required to comply with legal or regulatory obligations, such as accounting, tax, or record-keeping requirements.

Consent: In limited cases, we may rely on your consent, for example for certain optional communications or where consent is required for specific types of cookies or similar technologies. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide our carpet cleaning and related services, including scheduling and carrying out appointments, communicating about your booking, and tailoring services to your needs.

To respond to enquiries, provide quotations, and offer customer support before, during, and after service delivery.

To manage our relationship with you, including handling feedback, complaints, or requests relating to your personal data or to our services.

To manage our business operations, such as maintaining records, invoicing, accounting, and internal reporting.

To improve our services and customer experience, including monitoring usage patterns, reviewing service performance, and developing new or improved offerings.

To comply with applicable laws, regulations and legal processes, and to exercise or defend legal claims where necessary.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data.

Categories of processors we may use include:

IT and hosting providers that store or maintain our business systems and data, including website hosting and data backup services.

Payment processors and financial service providers that enable us to process payments and manage financial transactions.

Customer management and communication service providers that support the handling of bookings, enquiries and customer communications.

Professional advisers, such as accountants or legal advisers, where necessary for business governance, financial management, or legal compliance.

We may also share your data where required by law, regulation, or court order, or with law enforcement or other authorities where necessary to prevent or investigate suspected unlawful activity or to protect our rights and the rights of others.

International Transfers

Where it is necessary for us to use processors or service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These may include reliance on adequacy regulations, standard contractual clauses, or equivalent mechanisms recognised by data protection law.

Data Retention

We keep your personal data only for as long as is necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, or reporting obligations.

In determining appropriate retention periods, 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 any legal requirements that apply. For example, data relating to completed services and related financial information may be retained for a number of years to meet tax and accounting rules, whereas routine enquiry information may be kept for a shorter period.

When data is no longer required, we will securely delete or anonymise it to prevent identification.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, secure storage practices, regular review of our security procedures, and limiting access to personal data to those staff and processors who need it to perform their duties.

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 restrictions, but we will always respond to your requests in accordance with applicable law. Your rights include:

Right of access: You can request confirmation as to 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 personal data that is inaccurate or incomplete.

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 purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction: You can ask us to restrict the processing of your personal data in specific situations, such as where you contest its accuracy or object to our processing.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including for certain types of direct marketing.

Right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format or transmit it to another controller, where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law. We encourage you to contact us first so that we can address your concerns where possible.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, in the law, or in the services we offer. Any updates will apply from the time they are made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.

Contacting Us About Privacy

If you have any questions about this Privacy Policy, our data protection practices, or your rights in relation to your personal data, you can contact Carpet Cleaners Waterloo using the contact details provided on our main service information materials. Please state clearly that your enquiry relates to data protection or privacy so it can be directed appropriately.