West Ham Carpet Cleaners Privacy Policy
This Privacy Policy explains how West Ham Carpet Cleaners collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It is intended to comply with the UK General Data Protection Regulation and any applicable data protection legislation. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all West Ham Carpet Cleaners customers, and individuals who make enquiries about our services, within our operating area. It covers personal data collected in the course of providing carpet cleaning and related services, whether that data is obtained online, by phone, in person, or through any other means of communication.
Data Controller
For the purposes of data protection law, West Ham Carpet Cleaners is the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, address, property access details, and general location within our service area.
Communication details, such as your preferred contact method and the content of communications you send to us, including enquiries, service requests and feedback.
Service and booking information, such as details of the services you request, booking dates and times, job notes, photographs of areas to be cleaned where necessary for quoting or quality control, and records of completed work.
Payment and transaction details, such as amounts charged, payment status and basic billing information necessary to process payments and maintain accounting records. We do not store full payment card details when payments are processed through third party providers.
Technical and usage data, where relevant, such as information about how you use our website or online booking tools, including device type, browser type, and general interaction data, collected through standard web technologies.
How We Collect Your Data
We collect personal data directly from you when you contact us, make a booking, request a quote, provide feedback or communicate with us in any other way.
We may also collect data automatically when you visit our website through the use of cookies or similar technologies, subject to any applicable cookie preferences or settings you may have chosen.
In some cases, we may receive personal data from third party platforms or partners who assist with marketing, booking or payment processing, where this is necessary to provide our services.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following grounds:
Contract: To take steps at your request before entering into a contract, and to perform our contract with you, such as providing quotes, confirming bookings, carrying out carpet cleaning services, and managing payments.
Legal obligation: To meet legal and regulatory requirements, including accounting, tax and record keeping obligations.
Legitimate interests: To pursue our legitimate interests in operating and improving our business, such as responding to enquiries, maintaining service quality, preventing fraud, managing and developing customer relationships, and promoting our services in a proportionate way. When we rely on legitimate interests, we balance those interests against your rights and freedoms.
Consent: In limited circumstances, where we rely on your consent, for example for certain direct marketing communications that are not covered by legitimate interests. You can withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including handling enquiries, issuing quotes, confirming and managing bookings, delivering carpet cleaning and related services, and communicating with you about your appointments.
To process payments and maintain financial records, including invoicing, payment confirmation, refunds where applicable, and bookkeeping.
To manage customer relationships, including responding to questions, complaints or feedback, and maintaining a record of your service history.
To improve our services and operations, including monitoring service quality, training personnel, and analysing how our services are used.
To send you information about our services, offers or updates where permitted by law, and subject to your communication preferences.
To comply with legal and regulatory obligations, and to establish, exercise or defend legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and lawful. These may include:
Service providers acting as data processors, who provide services such as payment processing, booking systems, customer management tools, accounting software, information technology support and secure data hosting. These providers may only process your data on our instructions and are required to keep it secure and confidential.
Professional advisers, such as accountants, legal advisers or insurers, where necessary for the management of our business, for legal compliance or in connection with legal claims.
Public authorities, regulators or law enforcement, where we are legally required to disclose certain information or where disclosure is necessary to protect our rights or the rights of others.
Where our service providers are located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law.
Data Retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
In general, we keep customer records and basic booking information for a period that allows us to manage ongoing customer relationships and respond to any queries or issues relating to past services, and to comply with tax and accounting obligations.
When personal data is no longer required, we will either delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data, subject to legal conditions and exemptions. These rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is used.
Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you be corrected or updated.
Right to erasure: In some circumstances, you have the right to request that your personal data be deleted, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction: You have the right to request that we restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to its processing.
Right to data portability: In certain cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format, and to request that it be transmitted to another controller where technically feasible.
Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests, and the right to object at any time to the processing of your personal data for direct marketing.
Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Security of Your Personal 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 those who have a business need to know it, using secure systems and following internal policies and procedures designed to safeguard data.
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. Any significant changes will be made clear in the updated version, and the revised policy will apply from the date it is made available.
Contact and Complaints
If you have any questions about this Privacy Policy or about how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact West Ham Carpet Cleaners using the contact details made available on our website or through our usual communication channels.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how your personal data is being handled. We would, however, appreciate the opportunity to address your concerns directly before you contact the authority, and we invite you to contact us in the first instance.
