Privacy Policy - Queens Park Carpet Cleaners

This Privacy Policy explains how Queens Park Carpet Cleaners collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Queens Park Carpet Cleaners customers in the area, including individuals who enquire about our services, request a quotation, make a booking, or otherwise interact with us in connection with cleaning services.

1. Who We Are

Queens Park Carpet Cleaners is a service provider that handles personal data in connection with domestic and commercial carpet cleaning, upholstery cleaning, stain removal, and related maintenance services. For the purposes of applicable data protection laws, we are the data controller for the personal information we collect and use in the course of providing our services.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The types of information we may collect include:

• Identity details such as your name or business name.
• Contact details such as address, telephone number, and email address.
• Service information such as the type of cleaning requested, property access details, appointment preferences, and any notes relevant to carrying out the work.
• Payment and billing information such as payment confirmation, invoice details, and transaction records. We do not keep more payment data than necessary.
• Communication records such as correspondence about enquiries, bookings, complaints, feedback, or service updates.
• Technical data if you communicate with us electronically, such as basic device or usage information generated by email systems or booking tools.

In some situations, you may provide additional information about carpets, stains, allergies, pets, or property conditions. If such information is shared, we use it only to deliver the requested service safely and effectively.

3. How We Use Your Personal Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to manage bookings and deliver cleaning services;
• to communicate with you before, during, and after service;
• to prepare invoices, receive payment, and maintain business records;
• to deal with complaints, service issues, or follow-up requests;
• to improve our services and customer experience;
• to meet legal, accounting, tax, and regulatory obligations;
• to protect our business against fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes stated here, or for compatible purposes that you would reasonably expect.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Queens Park Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing quotations, carrying out carpet cleaning services, issuing invoices, and communicating about your appointment.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining records, managing customer enquiries, preventing fraud, and ensuring the efficient operation of our business.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, insurance, consumer protection, or record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent. For example, if we ever ask for permission to send optional marketing communications, we will only do so where consent is freely given, specific, informed, and capable of being withdrawn at any time.

5. Data Sharing and Processors

We do not sell your personal data. We may share personal data with trusted third parties only where necessary for service delivery, administration, or compliance. These third parties act as data processors or independent controllers depending on the nature of the service they provide.

Processors may include:

• Payment service providers that help process card or electronic payments;
• IT and cloud service providers that store or support our business systems;
• Appointment or communication platforms used for scheduling or sending service messages;
• Accountants or professional advisers who assist with tax, audit, or compliance matters;
• Insurance providers if information is needed to deal with a claim or incident;
• Legal or regulatory bodies where disclosure is required by law.

Where we use processors, we require them to handle personal data securely, only on our instructions, and in accordance with data protection law. We take reasonable steps to ensure any third party that processes data on our behalf provides appropriate safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. Retention periods depend on the type of information and the reason for holding it.

• Booking and service records are generally kept for a reasonable period to manage customer service, resolve disputes, and maintain business records.
• Invoice and tax records are retained for the period required by accounting and tax laws.
• Communication records may be stored for a period needed to answer queries, handle complaints, or document service history.
• Consent-based data is retained until consent is withdrawn or no longer needed.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure, or destruction. These may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

While no method of transmission or storage is completely secure, we regularly review our practices to maintain a high standard of protection.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

• Right of access — to request a copy of the personal data we hold about you;
• Right to rectification — to ask us to correct inaccurate or incomplete data;
• Right to erasure — to ask us to delete your data in certain circumstances;
• Right to restriction — to ask us to limit the way we use your data;
• Right to object — to object to processing based on legitimate interests or direct marketing;
• Right to data portability — to receive certain data in a structured, commonly used format where applicable;
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed.

9. Marketing Communications

If we ever send optional marketing communications, we will do so only where permitted by law. You may opt out at any time by following the unsubscribe instructions included in the message or by contacting us through the appropriate channel. We will always respect your preferences.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement made by a parent, guardian, or responsible adult. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Queens Park Carpet Cleaners is committed to handling personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear and limited purposes, keep it secure, and retain it only as long as necessary. We aim to respect your privacy at every stage of our service relationship and to ensure all customers in the area can rely on responsible data handling.

By using Queens Park Carpet Cleaners services, making an enquiry, or providing your details to us, you acknowledge that this Privacy Policy applies to you.