Privacy Policy
Ealing Carpet Cleaning Privacy Policy
This Privacy Policy explains how Ealing Carpet Cleaning collects, uses, stores and protects personal data relating to our customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Ealing Carpet Cleaning customers and enquiries within our service area, including anyone who contacts us to request a quote, books a service, or otherwise interacts with our business in relation to carpet, upholstery or related cleaning services.
Who We Are
Ealing Carpet Cleaning is a carpet and upholstery cleaning service provider operating in the Ealing area and surrounding locations. For the purposes of data protection law, Ealing Carpet Cleaning is the data controller for the personal data described in this Privacy Policy. This means we are responsible for determining how and why your personal data is processed.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact details such as your name, address, property access details, and any other contact information you choose to provide.
Booking and service details such as dates and times of appointments, type of service required, room or item descriptions, details about the condition of carpets or upholstery, and any special instructions you give us.
Communication records such as messages, notes of calls, and any feedback or complaints you provide about our services.
Payment and billing information such as billing address and information about payment status and transaction history. We do not store full card details; payments are handled by payment processors on our behalf.
Technical and usage information collected when you visit our website, such as your IP address, device information, basic analytics data, and information about how you use our website. This may be collected through cookies or similar technologies where permitted by law.
You may choose to provide additional personal data if it is relevant to the service, for example information about access to your property or particular needs in relation to the visit. We will only use such information for the purpose of delivering and managing the service you have requested.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract. We process personal data where it is necessary to enter into or perform a contract for cleaning services or to take steps at your request before entering into a contract, for example to provide a quote or confirm a booking.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes activities such as managing our business operations, improving our services, handling customer queries, and ensuring the security of our systems and staff.
Legal obligations. We process personal data where it is necessary to comply with our legal and regulatory obligations, for example in relation to tax, accounting and record keeping requirements.
Consent. In limited cases, we may rely on your consent, for example in relation to certain types of marketing or non-essential cookies. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotes and arrange appointments.
To provide and manage cleaning services, including access arrangements, service delivery, and customer care.
To process payments, issue invoices, and maintain financial records.
To communicate with you about your bookings, including reminders, updates and follow-up messages about completed services.
To manage our business operations, including planning workloads, staff scheduling and internal reporting.
To handle complaints, resolve disputes and respond to feedback.
To maintain the security and integrity of our website, systems and staff.
To comply with legal obligations, respond to requests from public authorities where permitted or required by law, and protect our legal rights.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary for the purposes set out in this Privacy Policy or where we are legally required to do so.
We may share your data with:
Service providers acting as data processors who provide services to us such as payment processing, website hosting, customer management systems, IT support, or secure data storage. These providers process personal data only on our instructions and are bound by contractual obligations to protect it.
Professional advisers such as accountants, auditors or legal advisers, where this is necessary for them to provide their services to us and subject to appropriate confidentiality obligations.
Public authorities or law enforcement agencies where required by law or where we believe in good faith that such disclosure is necessary to protect our rights, your safety or the safety of others.
In all cases where we use data processors, we ensure that they provide appropriate technical and organisational measures to protect your personal data and that a written data processing agreement is in place.
International Transfers
Where any of our service providers or systems are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before transferring personal data. This may include using providers in countries that have been recognised as providing an adequate level of protection or implementing standard contractual clauses or equivalent safeguards approved by data protection authorities.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting requirements.
The specific retention period will depend on the nature of the data and the purposes for which it is processed. In general:
Booking and service records are kept for a reasonable period after your last interaction with us in order to manage repeat bookings, handle queries and maintain accurate business records.
Financial and transaction records are retained for the period required by tax and accounting laws.
Communication records are kept for as long as necessary to manage our relationship with you, deal with complaints or enquiries, and maintain evidence of our interactions.
Website analytics data may be retained for a limited period to help us understand and improve how our website is used, after which it will be deleted or anonymised.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These may be subject to certain conditions and exemptions. Your rights include:
Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with certain information about how we use it.
Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data. This is sometimes known as the right to be forgotten.
Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data or object to our use of it.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where the processing is required for legal claims.
Right to data portability. Where our processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive the personal data you 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.
Where we rely on consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before you withdraw consent.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and service providers who need it to perform their duties, using secure systems, and regularly reviewing our security practices.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
