Woodford Carpet Cleaners Privacy Policy
This Privacy Policy explains how Woodford Carpet Cleaners collects, uses, stores and protects your personal data when you use our carpet and upholstery cleaning services. It applies to all Woodford Carpet Cleaners customers in our service area, including current, former and prospective customers who make enquiries about our services.
We are committed to safeguarding your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Data Controller
Woodford Carpet Cleaners is the data controller in relation to the personal data we collect about you. This means we decide how and why your personal data is processed when you use our services or contact us.
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, property location for service visits, and any alternative contact address you provide for the service.
Communication details such as your preferred contact method and the content of communications you send to us, including enquiries, complaints, feedback or requests.
Booking and service information such as details of the services you request, dates and times of bookings, access instructions you choose to provide, and information about the areas and items to be cleaned.
Billing and transaction data such as records of services provided, amounts charged, payment status and basic payment reference details. We do not store your full card details when payments are made via card.
Technical and usage information where relevant, such as basic information generated through your use of our website, including pages visited and time spent on the site, to help us understand and improve our services.
Feedback and review information such as comments, ratings or testimonials you voluntarily provide about our services.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, through our website contact forms, or in person, when you book a service, when you enter into a contract with us, when you communicate with us about an existing or past booking, when you provide feedback or reviews about our services, and when you request information or a quotation.
We may also collect limited information from publicly available sources or third parties where this is necessary for our legitimate business purposes, such as confirming an address or verifying payment where required for fraud prevention.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so. The purposes for which we process your data and the corresponding lawful bases include:
To provide our cleaning services to you including handling enquiries, preparing and issuing quotations, managing bookings, visiting your property, and performing the agreed cleaning work. The lawful basis is performance of a contract or taking steps at your request prior to entering into a contract.
To manage billing, payments and accounting including issuing invoices, recording payments and dealing with queries about charges. The lawful basis is performance of a contract and compliance with legal obligations relating to tax and accounting.
To communicate with you about your bookings, changes to appointments, or service updates. The lawful basis is performance of a contract and our legitimate interest in ensuring efficient and reliable service delivery.
To handle complaints, queries or disputes and to maintain records of these communications. The lawful basis is our legitimate interests in managing our business and safeguarding our legal rights.
To improve our services, quality and customer experience including using aggregated or anonymised data to analyse trends and service performance. The lawful basis is our legitimate interests in developing and improving our services.
To send you service related information and, where permitted, relevant marketing about similar services. The lawful basis is our legitimate interests in promoting our business, and where required, your consent. You can opt out of marketing at any time.
To comply with legal and regulatory requirements including record keeping, responding to lawful requests from authorities and meeting our tax obligations. The lawful basis is compliance with legal obligations.
Data Retention
We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including to meet legal, accounting or reporting requirements.
Customer and booking records are normally kept for up to six years from the date of your last service or interaction with us, in order to comply with tax and accounting rules and to enable us to respond to queries about past services.
Communication records such as emails and messages are generally retained in line with the above period, unless a longer retention period is required due to an ongoing dispute or legal obligation.
Marketing preferences and related contact details are retained until you withdraw your consent or object to receiving marketing communications, after which we will stop using your data for this purpose, although we may keep a limited record of your preference so we can respect it in future.
When your data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.
Data Processors and Sharing Your 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 are required to keep your data secure and confidential.
These processors may include providers of booking or scheduling systems used to manage appointments, payment and invoicing service providers, cloud storage or secure data hosting providers, email and communication service providers, and professional advisers such as accountants where necessary for our business and legal obligations.
We do not sell or rent your personal data to third parties. We only share your data where it is necessary for the provision of our services, for the operation of our business, or where we are legally required to do so. In the unlikely event of a business restructuring or transfer, your data may be shared with relevant parties subject to confidentiality protections and only to the extent permitted by data protection law.
International Transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your personal data to the standard required by applicable data protection law.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those who need it for their role, using secure systems and storage solutions, and regularly reviewing our security practices.
While we take care to protect your data, no method of transmission or storage can be guaranteed as completely secure. You are also responsible for ensuring that any personal information you provide to us is accurate and kept up to date.
Your Data Protection Rights
Under data protection law, you have a range of rights in relation to your personal data, subject to certain conditions and exemptions.
You have the right of access to obtain confirmation as to whether we process your personal data and to receive a copy of the data we hold about you.
You have the right to rectification to request that we correct or complete personal data you believe is inaccurate or incomplete.
You have the right to erasure in certain circumstances 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 legal basis for processing.
You have the right to restriction of processing in certain circumstances, such as where you contest the accuracy of the data or object to the processing and we are considering your request.
You have the right to data portability to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible and where the processing is based on consent or contract and carried out by automated means.
You have the right to object to processing that is based on our legitimate interests, including profiling based on those interests, or to processing for direct marketing purposes. We will stop processing your data for these purposes unless we have compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims.
Where we rely on your consent to process your 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.
If you wish to exercise any of these rights, you can contact us using the details on our website or through your usual method of communication with us. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the UK supervisory authority for data protection if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns 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 improvements to our services. Any changes will take effect from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
