Privacy Policy - Canarywharf Carpetcleaning

This Privacy Policy explains how Canarywharf Carpetcleaning collects, uses, stores, shares, and protects personal data. It applies to all Canarywharf Carpetcleaning customers in the area, including individuals, households, and business clients who request carpet cleaning, upholstery cleaning, stain removal, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Canarywharf Carpetcleaning is a service provider that processes personal data in order to deliver cleaning services, manage bookings, handle payments, support customer communication, and maintain business records. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is processed.

2. Personal Data We Collect

We collect only the information that is necessary for the delivery and administration of our services. This may include:

Identity details such as name and title.
Contact details such as address, telephone number, and email address.
Service information including property access instructions, cleaning preferences, requested dates, and notes about the service required.
Payment information such as transaction details and billing records. We do not store full card details where payment is processed through secure third-party systems.
Communication records including emails, messages, call notes, and complaints or feedback.
Technical data where relevant, such as basic website or device information if you contact us online or interact with digital systems.
Special category data only where you voluntarily provide it and it is necessary for the service, for example, information about allergies, mobility needs, or sensitive access concerns. We limit such processing to what is strictly required.

We do not deliberately collect more information than is needed for a particular job or lawful business purpose.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange and deliver cleaning services.
To manage appointments, cancellations, and follow-up services.
To process payments, refunds, and invoices.
To communicate service updates and important operational information.
To maintain accurate records and manage customer accounts.
To handle complaints, disputes, or service issues.
To meet legal, regulatory, accounting, and tax obligations.
To protect our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We do not use personal data for unrelated purposes without a valid legal basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes booking services, confirming details, carrying out the cleaning work, and sending invoices.

Legal Obligation

We may process and retain certain information where needed to comply with legal obligations, such as tax rules, accounting requirements, insurance duties, or lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving service quality, maintaining records, preventing fraud, and protecting our business operations.

Consent

Where required by law, we rely on your consent. For example, if we ever need to process optional sensitive information that is not essential to the service, we will seek clear consent or another appropriate lawful basis. You may withdraw consent at any time where consent is the basis of processing.

Vital Interests and Public Task

These bases are unlikely to apply in most carpet cleaning situations, but may be used in exceptional circumstances where necessary to protect someone’s life or where a public authority requirement applies.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties who help us deliver and support our services. These third parties act as processors or independent controllers depending on the context. We ensure that appropriate contracts and safeguards are in place.

Processors may include:

Payment processors that securely handle transactions.
Booking or administration systems used for scheduling and record management.
IT and cloud service providers that store data or support communications.
Accountants or professional advisers where needed for legal, tax, or business administration purposes.
Insurance providers in connection with claims or risk management.
Delivery or subcontracted service providers where necessary to complete the work requested.

We only share the minimum data required for the relevant purpose. We do not sell personal data. If personal data is transferred outside the UK, we ensure that suitable safeguards are in place to protect it.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the reason for processing.

Customer service and booking records are generally kept for the period needed to manage the relationship and resolve any issues.
Financial and tax records are retained for the period required under accounting and tax laws.
Complaints, claims, and dispute records may be kept longer where needed to establish, exercise, or defend legal claims.
Consent-based records are kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, we securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to those who need the data for their work. Although no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exceptions.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - you can request deletion of your data in certain circumstances.
Right to restriction - you can ask us to limit how we use your data in certain cases.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to make a complaint to the UK Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a household service request and provided by an adult customer. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete it.

10. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal or similarly significant effects on individuals. Any decisions relating to bookings, service provision, or customer support are made by people, not solely by automated systems.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

Canarywharf Carpetcleaning is committed to treating personal data with care, transparency, and respect. We collect only the information needed to deliver our services effectively, use it on a valid lawful basis, retain it only for as long as necessary, and share it only with trusted processors or where legally required. Your privacy matters to us, and we aim to uphold your rights at every stage of our service.