Privacy Policy - De Beauvoir Town Carpet Cleaners

Last updated: Privacy Policy

This Privacy Policy explains how De Beauvoir Town Carpet Cleaners collects, uses, stores, shares, and protects personal data relating to its customers in De Beauvoir Town and the surrounding area. It applies to all customers who use our carpet cleaning, rug cleaning, upholstery cleaning, stain treatment, and related services in the area.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Who We Are

De Beauvoir Town Carpet Cleaners provides professional cleaning services to residential and commercial customers in De Beauvoir Town. For the purposes of data protection law, we act as the data controller when we determine why and how your personal data is processed.

This means we are responsible for deciding the purposes and lawful basis for processing your information and for making sure your rights are respected.

2. Personal Data We Collect

We collect only the information we need to provide our services, manage our relationship with you, and meet our legal obligations. The types of personal data we may collect include:

• Identity information such as your name and, where necessary, title.
• Contact details such as your telephone number and email address.
• Service information such as your address, cleaning requirements, preferred appointment times, and details of the items or rooms to be cleaned.
• Payment information such as transaction records and billing details. We do not retain unnecessary card details where payment is handled securely through a payment provider.
• Communication records such as messages, notes about your booking, complaints, and service-related correspondence.
• Technical information where you interact with our digital systems, such as basic device or browser details if these are collected for security or operational reasons.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request. For example, you may tell us about allergies, sensitivities, or access needs so we can carry out cleaning safely and appropriately. Where this occurs, we will only process such information when permitted by law and when it is necessary for service delivery or health and safety.

3. How We Use Your Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotes.
• To schedule and deliver cleaning services.
• To manage payments, invoices, and records.
• To communicate about bookings, access arrangements, service changes, and customer support.
• To handle complaints, disputes, and quality assurance.
• To comply with legal, accounting, and tax requirements.
• To maintain business records and improve service delivery.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose and the law allows this.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. The lawful bases we rely on are:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, providing services, issuing invoices, and managing customer support related to a service you have requested.

Legal Obligation

We may process and retain certain records to meet legal obligations, including accounting, tax, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving operations, preventing fraud, maintaining service quality, and retaining a limited record of customer interactions.

Consent

In limited situations, we may rely on your consent, for example if we need to process optional information not required for the service. Where consent is used, you can withdraw it at any time.

Vital Interests

In exceptional circumstances, we may process information to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Data Sharing and Processors

We do not sell personal data. However, we may share information with trusted third parties where necessary to run our business and provide services. These parties act as processors or independent controllers depending on the nature of the service.

Processors may include:

• IT and cloud service providers that store booking records, emails, or secure business data.
• Payment processors that handle payment transactions securely.
• Accounting software providers that help manage invoices and financial records.
• Customer communication tools used for appointment reminders or service updates.
• Professional advisers such as accountants, insurers, or legal advisers where necessary.

Where we use processors, we ensure they are subject to appropriate contractual safeguards and only process your data on our instructions, unless they are legally required to act otherwise. We take reasonable steps to ensure they protect your data and comply with data protection requirements.

We may also disclose personal data if required by law, court order, or a public authority with lawful powers.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including to satisfy legal, accounting, and reporting requirements. Retention periods depend on the type of data and why it is held.

• Booking and service records are typically kept for a reasonable period to manage queries, disputes, and repeat services.
• Invoice and payment records are retained for the period required by tax and accounting law.
• Communications and complaint records are kept for as long as needed to resolve issues and maintain an accurate business record.
• Optional information is deleted or anonymised when it is no longer required.

When data is no longer needed, we will securely delete, destroy, or anonymise it.

7. Your Rights

As a data subject under UK data protection law, you have the following rights in relation to your personal data:

• Right of access – to request a copy of the personal data we hold about you.
• Right to rectification – to ask us to correct inaccurate or incomplete data.
• Right to erasure – to request deletion of your data in certain circumstances.
• Right to restrict processing – to ask us to limit how we use your data in certain cases.
• Right to data portability – to receive certain data in a structured, commonly used format where applicable.
• Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limits. If you wish to exercise any of these rights, we will assess your request in accordance with applicable law.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling procedures.

While we take data security seriously, no system can be guaranteed completely secure. We therefore encourage customers to share only the information necessary for us to deliver our services.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to protect your information to the standard required by law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. 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 personal data.

11. Applicability

This Privacy Policy applies to all De Beauvoir Town Carpet Cleaners customers in the area, including anyone who contacts us, requests a quote, books a service, receives a service, or communicates with us in relation to our cleaning work in De Beauvoir Town.

By using our services, you acknowledge that you have read and understood this Privacy Policy. We are committed to processing your information responsibly, transparently, and in accordance with applicable data protection laws.