Privacy Policy - Canarywharf Carpet Cleaners

This Privacy Policy explains how Canarywharf Carpet Cleaners collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Canarywharf Carpet Cleaners customers in area, including prospective customers, current customers, and anyone who interacts with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018. This policy should be read together with any service terms or notices provided at the time of booking or service delivery.

1. Data We Collect

We collect only the data that is necessary for operating our services, meeting our legal obligations, and maintaining quality and safety standards. The types of personal data we may collect include:

Identity details such as name and title.
Contact details such as address, phone number, and email address.
Service information such as property details, cleaning instructions, booking preferences, and service history.
Payment information such as billing details and transaction records. In most cases, payments are processed through secure third-party providers and we do not retain full card details.
Communication records such as emails, messages, notes from phone calls, and complaints or feedback.
Technical or usage data where relevant, such as basic records related to website use, if a digital booking or enquiry system is used.

We may also collect special category data only in limited circumstances where it is necessary and legally permitted, for example if a customer voluntarily provides information relevant to access needs, allergies, or health-related precautions that affect how a service is delivered. We ask customers not to share unnecessary sensitive information.

2. How We Use Personal Data

We use personal data for specific and legitimate purposes related to delivering our services. These may include:

processing enquiries and managing bookings;
providing carpet cleaning and related services;
handling payments, invoices, and refunds where applicable;
maintaining records of services provided;
responding to customer questions, complaints, or feedback;
sending service-related updates or appointment information;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, customers, and property;
improving our service quality and customer experience.

We will not use personal data for purposes that are incompatible with those described here unless we have a lawful basis to do so and, where required, we notify you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, Canarywharf Carpet Cleaners relies on one or more of the following lawful bases:

Contract - processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you, such as arranging and completing cleaning services.
Legal obligation - processing is necessary to comply with legal duties, including tax, accounting, regulatory, and record-keeping requirements.
Legitimate interests - processing is necessary for our legitimate business interests, such as managing and improving services, preventing fraud, handling complaints, and maintaining business records, provided your rights and interests do not override those interests.
Consent - in limited cases where consent is required, such as certain optional communications or the handling of specific sensitive information, we will ask for clear permission and you may withdraw it at any time.

Where special category data is processed, we will only do so where an additional condition under UK GDPR applies, such as explicit consent or necessity for legal claims, health or safety protection, or other lawful grounds.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes described in this policy and to meet legal, contractual, accounting, or insurance requirements. Retention periods may vary depending on the type of information and why it was collected.

In general, we may retain:

customer service records for a reasonable period after completion of services to handle follow-up issues, claims, or future bookings;
payment and invoice records for the period required by tax and accounting law;
complaint or dispute records for as long as needed to manage the matter and any related legal claims;
consent records while consent remains active and for a reasonable period afterward to demonstrate compliance.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with legal obligations. These third parties act as either independent data controllers or processors acting on our instructions.

Examples of processors or service providers may include:

payment processors for secure transaction handling;
booking or scheduling systems used to manage appointments;
IT and cloud storage providers for secure data hosting and administration;
email or messaging providers used for service communications;
accountants or payroll providers where needed for lawful business administration;
insurance providers, legal advisers, or dispute resolution professionals where necessary;
subcontractors or service partners who help deliver cleaning services under our control and instructions.

We require processors to handle personal data securely, only for the agreed purpose, and in compliance with data protection law. We do not sell personal data.

In some cases, personal data may be disclosed to authorities or regulators if required by law, court order, or other lawful request. If we transfer data outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections.

6. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, secure storage, password protection, and staff awareness procedures.

Although no system can be guaranteed to be completely secure, we work to keep personal data safe and to reduce risks to a reasonable level. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with legal requirements.

7. Your Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and any legal exemptions. They include:

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 restrict 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 - where applicable, you may request your data in a structured, commonly used format or ask us to transfer it to another controller.
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 data protection rights have been infringed. We encourage you to raise concerns with us first so that we can try to resolve them promptly.

8. Children's Data

Our services are intended for adults arranging domestic or commercial cleaning. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in connection with a service arrangement. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we process data. The updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

10. Contact and Further Information

This policy is intended to provide clear information about how personal data is handled by Canarywharf Carpet Cleaners. If you have questions about your data rights, wish to exercise a right, or want clarification about this policy, you may make a request through the usual service communication channels used when you booked or received services.

Summary of our commitment: we process personal data lawfully, fairly, and transparently; we collect only what is needed; we keep it only as long as necessary; we use trusted processors; and we respect your rights under data protection law. Protecting customer privacy is an important part of how we operate.