Bayswater Carpet Cleaners Privacy Policy

This Privacy Policy explains how Bayswater Carpet Cleaners collects, uses, stores and protects personal data relating to our customers in our service area. We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy applies to all Bayswater Carpet Cleaners customers who use our carpet, upholstery and related cleaning services, whether enquiries and bookings are made online, by message or in person.

Who We Are

Bayswater Carpet Cleaners provides domestic and commercial carpet and upholstery cleaning services in our local service area. In relation to the personal data we collect, we act as the data controller. This means we determine the purposes and means of processing your personal data in connection with our services.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include the following.

Identification and contact details: name, address, property access details where required for the service, and general contact details such as messaging account identifiers that you use to contact us.

Booking and service information: details of your booking, including dates and times of appointments, type and size of areas or items to be cleaned, specific instructions or notes you provide, and records of services carried out at your property.

Payment and billing data: information required to process payment and issue invoices, such as billing address and transaction details. We do not store full card details if card payments are handled by a payment processor.

Communications and correspondence: records of enquiries, complaints, feedback and any other communications you send to us or we send to you.

Technical and usage data: limited technical data that may be collected when you interact with our online content, such as basic device or browser information and service usage information necessary to operate and secure our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, obtain a quotation, make a booking or use our services. This can include data provided by telephone, message, online forms or in person when our team visits your property.

We may also receive some data from third parties when this is necessary to provide services to you. For example, this may include information from an agency or property manager who books our services on your behalf, or from payment processors that provide confirmation of payment.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection laws. Depending on the situation, we rely on the following lawful bases.

Performance of a contract: we process your data where it is necessary to take steps at your request before entering into a contract, such as providing quotations, and to fulfil our contract with you by delivering the cleaning services you have requested.

Legitimate interests: we may process your data when it is necessary for our legitimate business interests, and your interests and fundamental rights do not override those interests. This can include managing our relationship with you, improving our services, keeping appropriate business records, and ensuring the security of our systems and staff.

Legal obligations: we process certain personal data to comply with legal or regulatory requirements, including tax, accounting and health and safety obligations.

Consent: where required by law, or where no other lawful basis is appropriate, we may rely on your explicit consent, for example for certain types of direct marketing communications. When we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes.

To provide our services: arranging and confirming bookings, planning and carrying out cleaning services at your property, and communicating with you about appointments, access and any specific requirements.

To manage our relationship with you: handling enquiries and complaints, responding to your feedback, maintaining customer records and providing after-service support where needed.

To process payments and accounting: issuing invoices, processing payments through our payment partners and maintaining financial records for auditing and tax purposes.

To improve and develop our services: analysing how customers use our services, reviewing feedback and maintaining quality control to improve our processes, training and service standards.

To ensure safety and security: protecting our staff, customers and property, and ensuring that we comply with applicable health and safety and operational requirements.

To comply with legal requirements: retaining records and responding to lawful requests from regulatory authorities or law enforcement where required by law.

Data Sharing and Processors

We do not sell your personal data. We only share your data when necessary for the purposes set out in this Privacy Policy, and only with parties that are required to keep it secure and confidential.

We may share personal data with the following categories of recipients.

Service providers and data processors: third parties that provide services to us, such as payment processing, accounting support, customer management software, secure data storage, or administrative and technical support. These processors only process your data on our instructions and in accordance with appropriate contractual and security obligations.

Professional advisers: such as accountants or legal advisers who require access to relevant data to provide professional services to us.

Authorities and regulators: where we are required to share data to comply with a legal obligation, to protect your vital interests or those of another person, or to establish, exercise or defend legal claims.

In some cases, our service providers may process data in countries outside the United Kingdom. Where this occurs, we ensure that adequate safeguards are in place, such as standard contractual clauses or other lawful mechanisms, to protect your data to an equivalent standard.

Data Retention

We keep your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general, we retain customer and booking records for a period that allows us to manage ongoing relationships, address any questions about past services and comply with applicable limitation periods for legal claims. Financial and transaction records may be kept for longer periods as required by tax and accounting laws.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, misuse or disclosure. These measures include controlling access to customer information, using secure methods to store and transmit data, and ensuring that staff and contractors are aware of their confidentiality and data protection responsibilities.

While we strive to protect your personal information, no system can be completely secure. We therefore cannot guarantee absolute security of data transmitted to or by us, but we will act promptly to investigate and respond to any suspected data security incident.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and legal exemptions.

Right of access: you can request confirmation as to whether we process your personal data and obtain a copy of the data we hold about you, together with certain information about how we use it.

Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds to continue. You always have the right to object to direct marketing.

Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before the withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how your data is being handled.

Scope of This Privacy Policy

This Privacy Policy applies to all Bayswater Carpet Cleaners customers within our service area, including individuals, households, landlords, tenants, businesses and property managers who engage our services. It covers data collected before, during and after the provision of cleaning services, as well as data collected when you make enquiries or request quotations.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updates will take effect from the time the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.