Maida Vale Carpet Cleaning Privacy Policy

This Privacy Policy explains how Maida Vale Carpet Cleaning collects, uses, shares, stores, and protects personal data relating to customers and prospective customers in our service area. It is intended to comply with the requirements of the UK General Data Protection Regulation and related data protection laws.

By using our services, making an enquiry, or otherwise interacting with Maida Vale Carpet Cleaning, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Maida Vale Carpet Cleaning customers and prospective customers within our service area, including individuals and business clients who contact us, request a quotation, make a booking, or receive carpet cleaning or related services from us.

It covers personal data collected through our website, over the phone, in person, via messaging or correspondence, and during the performance of our services on your premises.

Data Controller

For the purposes of data protection law, Maida Vale Carpet Cleaning is the data controller of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.

Types of Personal Data We Collect

We only collect data that is necessary for us to provide and manage our services. The personal data we may collect includes:

Identification and contact details, such as your name, service address, billing address, and preferred contact details.

Booking and service information, such as details of the services you request, dates and times of appointments, access instructions, property type, and specific cleaning requirements.

Payment and billing information, such as billing name and address, payment status, and transaction details. We do not store full payment card details if you pay by card. These are processed securely by our chosen payment processor.

Communication records, such as enquiries, feedback, complaints, and any correspondence you have with us by phone, text, messaging, or in writing.

Technical and usage information, such as basic information collected when you interact with our website, including device information and general usage data. We do not seek to identify you from this information unless it is necessary for security or legal reasons.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question; when you provide information by phone, in writing, or through our website; and when we provide our cleaning services at your property.

We may also receive limited personal data indirectly through third parties where this is necessary to complete a booking or referral, for example from a landlord, letting agent, or business partner acting on your behalf. In such cases, we take reasonable steps to ensure that the third party has your authority to provide your details to us.

Lawful Bases for Processing Your Data

We process your personal data only where we have a lawful basis to do so, including:

Contract: to take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotations, confirm bookings, deliver carpet cleaning services, and manage payments.

Legal obligation: to comply with legal and regulatory requirements, including tax, accounting, and health and safety obligations.

Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms, for example to manage our business operations, improve our services, respond to enquiries, and maintain appropriate records.

Consent: in limited cases where the law requires your consent, for example for certain types of marketing communications. You may withdraw your consent at any time where processing is based on consent.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide our services, including responding to enquiries, preparing quotations, confirming and managing bookings, delivering carpet cleaning services, and providing customer support.

To process payments and manage billing, including issuing invoices, confirming receipt of payments, and dealing with any payment queries or disputes.

To communicate with you, including sending booking confirmations, appointment reminders, updates regarding your service, and responses to your requests or complaints.

To manage our business, including internal record-keeping, quality control, staff training, and service improvement.

To comply with our legal obligations, including maintaining accounting records, responding to lawful requests from authorities, and meeting health and safety requirements.

To protect our rights, property, and safety, including preventing and detecting fraud or misuse of our services and asserting or defending legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy, including:

Service providers acting as data processors who provide services such as payment processing, appointment scheduling, customer management systems, accounting support, or secure data storage. These providers may only process your personal data on our instructions and in accordance with data protection law.

Professional advisers, such as accountants, auditors, or legal advisers, where this is necessary to obtain professional advice or comply with our legal obligations.

Authorities and regulators, where we are required to do so by law, regulation, or court order, or where disclosure is necessary to protect our rights or the rights of others.

In all cases, we only share the minimum personal data necessary and we require any third party with whom we share data to protect it appropriately.

International Data Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we take steps to ensure that your data is afforded an equivalent level of protection. This may include using standard contractual clauses approved for use in international data transfers and conducting appropriate checks on the data protection practices of the recipient.

Data Retention

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, including to provide services to you, to comply with legal, accounting, or reporting requirements, and to resolve any potential disputes.

In general, we keep basic customer and transaction records for a number of years after the end of our relationship, in line with tax and accounting rules and industry practice. Where information is no longer needed, we will delete it or anonymise it so that it can no longer be linked to you.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to those staff and service providers who need it and ensuring that they are subject to confidentiality obligations.

While we aim to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure. You should also take appropriate steps to protect your own information, for example by not sharing sensitive details unnecessarily.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: you have the right to request a copy of the personal data we hold about you and information about how we use it.

Right to rectification: you have the right to ask us to correct any personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you have the right to ask us to 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.

Right to restriction: you have the right to ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: you have the right to object to our processing of your personal data where we are relying on legitimate interests, including for direct marketing purposes.

Right to data portability: in certain circumstances, you have the right to receive your personal data in a structured, commonly used, and machine-readable format and, where technically feasible, to have it transmitted to another controller.

You also have the right to withdraw your consent at any time where we rely on consent to process your personal data. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdraw.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact Maida Vale Carpet Cleaning using the contact details provided on our website or in your booking confirmation.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we use your personal data. We encourage you to contact us first so that we can try to resolve your concerns.

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 protection practices. The latest version will always be available on our website and will apply from the date it is posted. We recommend that you review this Privacy Policy periodically so that you remain informed about how your personal data is used.

Continued use of our services after any changes are made will constitute your acknowledgement of the updated Privacy Policy.