Crystal Palace Carpet Cleaners Privacy Policy
This Privacy Policy explains how Crystal Palace Carpet Cleaners collects, uses, stores and shares personal data relating to its customers and prospective customers in its service area. It also explains the rights you have under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Crystal Palace Carpet Cleaners customers in the area we serve, including individuals making enquiries about our carpet cleaning and related services.
Who We Are and Scope of This Policy
Crystal Palace Carpet Cleaners is a carpet and upholstery cleaning service operating in the local area. For the purposes of data protection law, we are the controller of the personal data we collect about you in connection with our services. This Privacy Policy covers data we collect when you contact us, request a quote, make a booking, receive services, or otherwise interact with us offline or online where this policy is made available.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identity and contact details, such as your name, address, property access details where relevant, and preferred contact methods.
Communication details, such as information you provide when you call us, send messages, or speak with our staff, including the content of your enquiries and any feedback or complaints.
Service details, such as information about your property that is relevant to our services, for example room types, carpet or upholstery materials, level of soiling, previous treatments and any special instructions you give us.
Booking and transaction details, such as dates and times of appointments, services requested, prices agreed, discount information, and payment related information. Where payments are processed using external payment services, we do not receive or store your full card details, but we may receive confirmation of payment status.
Technical and usage data, where applicable, such as basic device and usage data if you interact with us through online tools or forms. We limit the collection of such data to what is necessary to operate and secure our services.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, in person or through any online forms we use to receive enquiries or bookings. We may also receive your details where someone else arranges a service on your behalf, for example a landlord or letting agent providing your contact and property details so that we can carry out cleaning services.
Purposes and Lawful Bases for Processing
We only process your personal data where we have a lawful basis for doing so. The main purposes for which we use your data, and the corresponding lawful bases, are as follows.
To provide quotes, accept bookings and deliver our cleaning services. We use your identity, contact and service details to respond to your enquiries, provide quotations, schedule appointments, carry out cleaning and manage follow up visits. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage payments and accounting. We use booking and transaction details for invoicing, payment processing, record keeping and internal accounting. The lawful basis is performance of a contract and our legitimate interest in maintaining accurate financial records and managing our business.
To communicate with you about your bookings and services. We may contact you to confirm appointments, notify you of changes, request access information, or ask for feedback. The lawful basis is performance of a contract and our legitimate interests in ensuring efficient service delivery and quality control.
To improve our services and handle complaints. We may use feedback and communication records to improve our operations, train staff and resolve any complaints or disputes. The lawful basis is our legitimate interests in improving our services, ensuring customer satisfaction and defending our legal rights.
To comply with legal obligations. We may process and retain certain information in order to comply with accounting, tax, health and safety or other legal requirements. The lawful basis is compliance with a legal obligation.
Where we rely on legitimate interests, we balance our interests against your rights and expectations and only process personal data in ways that are proportionate and limited to what is necessary for our purposes.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes explained in this Privacy Policy and to comply with legal and regulatory requirements. In general, we keep booking, invoicing and basic contact details for a number of years after the end of our relationship with you, in line with tax and accounting record keeping rules and limitation periods for legal claims.
Enquiry records and routine communications that do not result in an ongoing customer relationship may be kept for a shorter period where they are no longer needed. When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked back to you.
Data Sharing and Processors
We do not sell your personal data. We may share your information with carefully selected third parties who act as processors on our behalf, or in limited cases as separate controllers, in order to help us operate our business.
Processors are service providers who process personal data only on our instructions. These may include providers of scheduling or booking tools, payment processors, accounting or bookkeeping support services, secure data storage and backup services, and communication tools. We only use processors that implement appropriate technical and organisational measures to protect your data, and we enter into written agreements with them that reflect GDPR requirements.
In some situations we may share data with other third parties acting as independent controllers, for example professional advisers, insurers, law enforcement or regulators, where necessary to comply with legal obligations, protect our rights, or respond to legal requests. Where we use contractors or cleaners to deliver services on our behalf, they may receive your contact and service details solely to perform the agreed work, and they are required to handle such data lawfully and securely.
If any transfer of personal data were to involve a destination outside the United Kingdom or the European Economic Area, we would ensure that appropriate safeguards are in place, such as recognised adequacy decisions or standard contractual clauses, in accordance with data protection law.
Security of Your Data
We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction or damage. These measures may include restricted access to systems, secure storage of physical records where used, and staff awareness of confidentiality obligations. While no method of transmission or storage is completely secure, we aim to ensure that the level of protection is appropriate to the risks associated with the categories of data we process.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation as to whether we process personal data about you and to obtain a copy of that data, together with information about how we use it.
Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent if consent was the lawful basis for processing.
Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.
Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.
Right to data portability. Where we process your personal data on the basis of your consent or to perform a contract, and the processing is carried out by automated means, you may have the right to receive that data in a commonly used, machine readable format and to request that we transfer it to another controller where technically feasible.
You also have the right to lodge a complaint with the data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns.
Children
Our services are directed at adults responsible for properties and we do not knowingly collect personal data relating to children. If you believe that we have unintentionally collected personal data about a child, please contact us so that we can delete it where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or legal requirements. When we make changes, we will revise the date of the latest version and make the updated policy available. Where appropriate, we may notify you of significant changes through our usual communication channels.
