Privacy Policy - Carpetcleaning Soho

Effective Date: This Privacy Policy applies to all Carpetcleaning Soho customers in the area and explains how personal data is collected, used, shared, and protected when services are requested, booked, delivered, or managed.

1. Introduction

Carpetcleaning Soho is committed to handling personal data in a lawful, fair, and transparent manner. We respect the privacy of every customer and aim to ensure that all personal information is used only for legitimate business purposes connected to providing carpet cleaning and related services. This Privacy Policy sets out what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights individuals have under the UK GDPR and the Data Protection Act 2018.

By using our services, making an enquiry, or engaging with our team in any way, you acknowledge that your personal data may be processed in accordance with this policy.

2. Data We Collect

We collect only the personal data necessary to deliver our services effectively, manage customer relationships, and meet legal obligations. Depending on the nature of the service, we may collect the following categories of information:

Identity details: name and title.
Contact details: address, phone number, and email address.
Service information: service address, booking details, preferred appointment times, and notes relating to the requested cleaning work.
Payment-related data: billing information and limited transaction details necessary to process payments and issue records.
Communication records: messages, emails, call notes, complaint details, and customer instructions.
Technical data: limited information such as device or browser details if you interact with us through digital systems used for bookings or service management.

We do not deliberately collect special category personal data unless it is strictly necessary and a lawful basis exists for doing so. If such information is accidentally provided, it will be handled carefully and only for the purpose for which it was shared.

3. How We Use Personal Data

We use personal data for specific, relevant, and lawful purposes connected to our services. These purposes include:

processing enquiries and arranging appointments;
delivering cleaning services at customer premises;
handling payments, invoices, and administrative records;
communicating about bookings, service updates, and follow-up matters;
responding to complaints, concerns, and customer support requests;
maintaining business records and service history;
complying with tax, accounting, and other legal requirements;
protecting against fraud, misuse, or unauthorised access;
improving service quality and operational efficiency.

We will not use personal data for purposes that are incompatible with the original reason for collection unless we have a lawful basis to do so and, where required, we provide appropriate notice.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Carpetcleaning Soho relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, confirming appointments, and processing payment-related information.

Legal Obligation

We may process and retain certain data to comply with legal requirements, including tax, accounting, and business record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving services, maintaining internal records, preventing fraud, and protecting business operations.

Consent

In limited cases, we may rely on consent, for example where it is required for a particular optional activity. When consent is used as the lawful basis, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide. We only disclose data where necessary and under appropriate safeguards.

Examples of processors may include:

payment service providers used to process transactions;
booking or scheduling platforms used to manage appointments;
IT and cloud storage providers supporting business systems;
accounting or bookkeeping providers assisting with financial records;
customer communication tools used for service-related correspondence.

Where a processor acts on our behalf, they are contractually required to protect personal data, process it only in accordance with our instructions, and implement suitable security measures. We do not sell personal data.

We may also disclose information to legal or regulatory authorities when required by law, or when necessary to protect our rights, customers, staff, or property.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the purpose for which it is held.

Typical retention practices may include:

Customer booking and service records: retained for a reasonable period to manage service history, queries, and business administration.
Invoice and payment records: retained for the period required under tax and accounting laws.
Communications and complaints: retained long enough to resolve the matter, demonstrate service handling, and support legitimate business interests.
Technical or system logs: retained only as long as needed for security, troubleshooting, or operational purposes.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness practices, and data minimisation principles.

While no system can be guaranteed as completely secure, we work to maintain safeguards that are appropriate to the nature of the data and the risks involved.

8. Your Rights

Individuals have rights under data protection law in relation to their 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 the processing of your data in certain situations;
Object to processing based on legitimate interests;
Data portability for information processed by automated means and based on consent or contract, where applicable;
Withdraw consent where processing relies on consent;
Lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. In some cases, legal obligations or exemptions may limit what we can do.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in line with applicable data protection law. This may include the use of approved contractual protections or transfer mechanisms where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or operational needs. Any revised version will apply from the date it is posted or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

11. Scope of This Policy

This policy applies to all Carpetcleaning Soho customers in the area, including individuals who request services, receive quotes, book appointments, communicate with us, or otherwise interact with our business in connection with carpet cleaning and related services.

We are committed to treating all personal information with care, responsibility, and respect.