Privacy Policy - Park Royal Carpet Cleaners

Park Royal Carpet Cleaners is committed to protecting the privacy and personal data of all customers in the Park Royal area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our carpet cleaning services, request a quote, make a booking, or otherwise interact with us. It applies to all Park Royal Carpet Cleaners customers in the area.

1. Who this policy applies to

This policy applies to all Park Royal Carpet Cleaners customers in area, including residential customers, landlords, tenants, letting agents, commercial clients, and any person who contacts us on behalf of a property or business requiring cleaning services. It also applies to prospective customers who enquire about our services but do not proceed with a booking.

2. Information we collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal or operational requirements. The types of information we may collect include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your address, email address, and telephone number.
Service information such as property access details, cleaning preferences, item or area descriptions, and instructions you provide.
Payment information such as payment method, transaction status, and billing records. We do not store full card details unless required by a secure payment provider.
Communication records such as emails, messages, booking notes, and service-related correspondence.
Technical and usage information such as basic website or device information if you contact us through digital channels.
Photos or condition notes where needed to assess the work before or after cleaning, with care taken to avoid unnecessary collection.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to share it with us. If you provide any such information, we will handle it in line with data protection law and only where a lawful basis applies.

3. How we use your data

We use personal data for the following purposes:

To provide carpet cleaning and related services.
To prepare quotes, confirm bookings, and manage appointments.
To communicate with you about your enquiry, service, schedule, or payment.
To keep accurate records of work carried out and customer preferences.
To handle complaints, queries, or follow-up service requests.
To maintain financial and business records.
To improve our service quality, training, and operational efficiency.
To meet legal, accounting, insurance, and regulatory obligations.

We always aim to use personal data fairly, transparently, and only for legitimate business purposes. We will not use your data in a way that is incompatible with the reason it was collected.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the circumstance, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging cleaning services, delivering those services, processing payments, and managing customer support related to a booking.

Legal obligation

We may process personal data where required to comply with legal duties, such as tax and accounting records, fraud prevention, or responding to lawful requests from authorities.

Legitimate interests

We may process data where it is in our legitimate interests and those interests are not overridden by your rights. This may include business administration, service improvement, internal record keeping, and limited customer communication. When relying on this basis, we assess whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or where you voluntarily provide information that is not necessary for the service. You may withdraw consent at any time where consent is the lawful basis.

5. Sharing your data and processors

We may share personal data with trusted third parties where necessary for the operation of our business. These third parties act as processors or, in some cases, separate controllers. We only share the minimum information needed for the relevant purpose.

Examples of processors and service providers may include:

Payment processors to handle secure payments and refunds.
Booking and scheduling systems used to manage appointments and service records.
IT and cloud storage providers that support our email, file storage, and business systems.
Accountants or bookkeeping services for financial administration and compliance.
Insurance providers or claims handlers where necessary to manage incidents or claims.
Professional advisers such as legal or tax advisers, where required.

All processors are required to handle personal data securely, only on our instructions, and in compliance with applicable data protection law. We do not sell your personal data.

6. International transfers

Where a processor or service provider stores or accesses data outside the UK, we will take steps to ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections required by law.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the reason it is held.

Customer service and booking records are generally kept for as long as needed to manage the relationship and deal with any follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records may be kept for a reasonable period to support service history and resolve disputes.
Technical logs are retained only for operational or security purposes and removed when no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data indefinitely.

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, staff awareness, and careful control of third-party access. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the information we handle.

9. Your rights

As a data subject, you have rights under data protection law. Subject to certain conditions and exemptions, these may include:

The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in some circumstances, often called the right to be forgotten.
The right to restrict processing where you want us to limit how we use your data.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability in relation to certain data processed by automated means and based on consent or contract.
The right to withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

10. Children’s data

Our services are intended for adults and business clients. We do not knowingly collect personal data from children, except where it is incidentally included in service-related communications and only when necessary. If we become aware that we have collected data from a child without appropriate reason, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when the revised policy is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Our commitment

Park Royal Carpet Cleaners values trust, confidentiality, and accountability. We aim to handle personal information with care and in a way that respects your rights and complies with applicable privacy laws. If you use our services, you can expect us to process your data responsibly, keep it secure, and use it only where we have a valid reason to do so.

This Privacy Policy applies to all Park Royal Carpet Cleaners customers in area and is designed to meet the requirements of the UK GDPR and the Data Protection Act 2018.