Twickenham Carpet Cleaning Privacy Policy
This Privacy Policy explains how Twickenham Carpet Cleaning collects, uses, stores and protects the personal data of its customers and prospective customers in the Twickenham area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy applies to all individuals whose personal data we process in connection with our carpet cleaning and related services in the Twickenham area.
Who we are and scope of this policy
Twickenham Carpet Cleaning is a carpet and upholstery cleaning service operating in the Twickenham area. For the purposes of data protection law, Twickenham Carpet Cleaning is the data controller in relation to the personal data described in this Privacy Policy. This means we decide why and how your personal data is processed when you use our services or interact with us.
This Privacy Policy applies to all customers, prospective customers, and individuals contacting us or using our services within the Twickenham area, regardless of how you communicate with us, including by telephone, online enquiry forms, or in person.
Personal data we collect
We may collect and process the following categories of personal data about you when you enquire about or use our services:
Identification and contact details, such as your name, address, service address, and other basic contact details you choose to provide so that we can communicate with you and carry out our services.
Service and booking information, such as details of the services you request, dates and times of bookings, instructions you provide, and notes relating to the work carried out at your premises.
Communication records, such as information contained in enquiries, messages, or feedback you send to us, and records of our responses and communications with you.
Payment-related information, such as details required to process payments and issue invoices, excluding full card details where payments are processed by a secure third-party payment processor.
Technical and usage data, such as basic information provided by your browser or device when you visit our online content, to the extent necessary to ensure security, functionality, and performance. This may include information such as the time and date of access and technical identifiers.
How we collect your personal data
We collect personal data directly from you when you contact us to request a quote, make a booking, or communicate with us about our services. This may be done over the phone, via online forms, or in writing.
We also generate personal data in the course of providing our services, including records of appointments, services provided, and communications regarding those services.
Where necessary, we may receive limited personal data about you from third parties who refer you to us, for example, landlords, letting agents or property managers who request services on your behalf, but only to the extent required to arrange and perform the services.
Lawful bases for processing your data
We process your personal data only where we have a lawful basis under the UK GDPR. Depending on the context, we may rely on the following lawful bases:
Contract: We process personal data where it is necessary to enter into a contract with you or to perform a contract for carpet cleaning or related services. This includes handling enquiries, providing quotes, confirming bookings, delivering services, and processing payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your interests or fundamental rights and freedoms. This includes managing and improving our services, keeping records of work carried out, handling customer queries and complaints, and ensuring the security of our operations.
Legal obligation: We process certain personal data where it is necessary for compliance with our legal obligations, for example, for accounting, taxation, or responding to requests from regulatory authorities where required by law.
Consent: In some limited cases, we may rely on consent, for example, where we send certain types of optional marketing communications and you have chosen to receive them. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide our services, including responding to your enquiries, issuing quotes, arranging appointments, attending your property and performing carpet cleaning and related work.
To manage our relationship with you, including sending confirmations, reminders, and updates about your bookings, obtaining your feedback, and dealing with requests, questions or complaints.
To manage payments and accounting, including issuing invoices, processing payments, maintaining financial records and fulfilling accounting and tax requirements.
To operate, maintain and improve our business, including internal administration, performance monitoring, staff training, and service quality improvement.
To protect our legitimate interests, including ensuring the security of our staff and customers, preventing misuse of our services, and addressing disputes or legal claims.
Data sharing and processors
We do not sell your personal data. We may share your personal data only where it is necessary and lawful to do so. This may include:
Service providers acting as data processors, who provide us with services such as payment processing, customer management systems, accounting support, or information technology and system administration. These providers are only permitted to process your personal data on our instructions and are required to keep it secure.
Professional advisers, such as accountants or legal advisers, where necessary to obtain professional advice or comply with our legal obligations.
Authorities and regulators, where we are required by law to share personal data, for example, with tax authorities or law enforcement upon receipt of a lawful request.
In each case, we limit the personal data shared to what is strictly necessary for the relevant purpose and ensure, where required, that there are appropriate contractual and technical safeguards in place.
International transfers
Our primary operations are based in the United Kingdom, and we aim to keep your personal data within the UK or the European Economic Area where possible. If, in the course of using service providers, your personal data is transferred to a country outside the UK that does not have an adequacy decision, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect your data in accordance with data protection law.
Data retention and storage
We keep your personal data only for as long as is necessary for the purposes for which it was collected, or for as long as we are legally required to retain it.
In general, we retain customer and service records for a period that allows us to fulfil our contracts, respond to any queries or complaints, demonstrate that we have provided services, and meet our accounting and tax obligations. After these periods expire, we will securely delete or anonymise your personal data so that it can no longer be linked to you.
The exact retention period may vary depending on the nature of the data and the legal or business requirements that apply. Where personal data is kept for longer than usual for archiving or legal reasons, it will be subject to appropriate safeguards.
Data security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures include restricting access to personal data to those personnel and service providers who need it for the purposes described in this Policy, using secure methods to store and transmit data where appropriate, and maintaining procedures to deal with any suspected data breaches. If we are legally required to notify you of certain types of data breaches, we will do so promptly.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Twickenham Carpet Cleaning customers and relevant individuals in the Twickenham area, subject to certain legal limitations and exemptions.
Right of access: You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data, along with certain information about how it is used.
Right to rectification: You have the right to request that we correct personal data that is inaccurate or complete personal data that is incomplete.
Right to erasure: In certain circumstances, you may have the right to 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 lawful basis for processing.
Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data in certain circumstances, for example while we verify the accuracy of data you contest.
Right to data portability: In certain cases, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to transmit it to another controller where technically feasible.
Right to object: You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests. You also have the right to object at any time to the use of your data for direct marketing.
Rights in relation to automated decision-making: Twickenham Carpet Cleaning does not carry out automated decision-making or profiling that produces legal or similarly significant effects concerning you.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using the usual contact methods you use to communicate with Twickenham Carpet Cleaning. We may need to verify your identity before responding to your request in order to protect your personal data.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are concerned about how we handle your personal data. We would, however, appreciate the opportunity to address your concerns first, so we encourage you to contact us directly in the first instance.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other reasons. Any changes will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
