Privacy Policy - Carpetcleaning Mayfair

This Privacy Policy explains how Carpetcleaning Mayfair collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Carpetcleaning Mayfair customers in the area and to anyone who interacts with us for enquiries, bookings, quotations, service delivery, or support. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpetcleaning Mayfair provides professional carpet cleaning and related cleaning services. For the purposes of data protection law, we act as the data controller for the personal data we collect and determine how and why that data is used. This means we are responsible for ensuring that your personal information is processed securely and only for legitimate business purposes.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as name and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Service information such as property details, cleaning requirements, appointment preferences, and service history.
Payment and billing information such as transaction records and invoicing details.
Communication records including correspondence by email, phone, or message.
Technical data such as basic device, browser, or usage information if collected through our digital systems.
Feedback and review data where customers choose to provide comments or ratings.

We do not intentionally collect special category data unless it is necessary and lawfully permitted. If such information is ever shared with us accidentally, we will handle it carefully and only where there is a valid legal basis.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To schedule, manage, and deliver cleaning services.
To communicate about appointments, service changes, and customer support.
To issue invoices, process payments, and keep financial records.
To maintain internal business records and service quality.
To comply with legal and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.
To improve our services and customer experience.

We will only use your data in ways that are compatible with the original purpose for which it was collected. Where appropriate, we may anonymise information so that it can no longer identify you.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Carpetcleaning Mayfair relies on the following lawful bases depending on the activity involved:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering services, handling payments, and communicating about your appointment.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining records, improving services, preventing fraud, and managing internal administration. We carefully consider whether the processing is necessary and proportionate.

Legal Obligation

We may process and retain certain personal data when required by law, such as for tax, accounting, or compliance purposes.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain marketing communications. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data with Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Examples may include:

Payment service providers.
IT and hosting providers.
Accounting and bookkeeping services.
Customer communication and scheduling tools.
Professional advisers where necessary.

We may also disclose data where necessary to comply with a legal requirement, enforce our terms, protect our rights, or support lawful requests by public authorities. We do not sell personal data.

6. International Transfers

If any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include approved contractual clauses or other measures required by applicable data protection law. We take reasonable steps to ensure your data remains protected wherever it is processed.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

Customer service records are typically retained for a period necessary to manage ongoing business relationships and support queries.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records are retained for a reasonable time to resolve issues and maintain service history.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures are designed to be proportionate to the risks involved. While no system can be completely secure, we work to maintain a high standard of protection and review our safeguards periodically.

9. Your Rights

As a data subject, you have a number of rights under UK GDPR. Subject to applicable exemptions, you may:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your data in certain circumstances.
Restrict processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Port your data where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where consent is the lawful basis.

You also have the right to be informed about how your data is used. If you believe your rights have been infringed, you may raise a concern with the appropriate supervisory authority.

10. Automated Decision-Making

Carpetcleaning Mayfair does not make decisions about customers based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and ensure that any such processing is fully compliant with data protection requirements.

11. Children’s Data

Our services are directed to adults and business customers. We do not knowingly collect personal data from children except where it is necessary and authorised by a parent or guardian. If we become aware that we have collected data from a child without appropriate authority, we will take steps to remove it as soon as reasonably practicable.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service-related changes. Any revised version will apply from the date it is published. We encourage customers to review the policy periodically so they remain informed about how personal data is handled. Continued use of our services indicates acknowledgment of the current policy terms.

13. Summary of Key Principles

In summary, Carpetcleaning Mayfair processes personal data only when necessary, uses it for clear and lawful purposes, shares it only with trusted processors or where legally required, and keeps it only for the time needed. We aim to ensure all information is handled with care, confidentiality, and respect for your privacy. Transparency, security, and accountability remain central to our approach.