Canary Wharf Carpet Cleaning Privacy Policy

This Privacy Policy explains how Canary Wharf Carpet Cleaning collects, uses, stores, and protects personal data relating to our customers and prospective customers within our service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all interactions you have with us, including when you make enquiries, place bookings, receive services, or communicate with us in any way.

Who We Are and Scope of This Policy

Canary Wharf Carpet Cleaning is a carpet and upholstery cleaning service operating in the Canary Wharf area and surrounding districts. For the purposes of data protection law, we act as the data controller for the personal data we collect about you in connection with our services. This Privacy Policy applies to all Canary Wharf Carpet Cleaning customers and prospective customers within our service area, regardless of how you contact us or use our services.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details: name, title, billing address, service address, and other contact details you provide, such as postal address or online contact details you choose to share.

Booking and service information: details of cleaning services you request or receive, instructions or preferences you provide, dates and times of bookings, access instructions for your property, and feedback you give us about our services.

Payment and transaction details: records of payments made and amounts due, payment method information as provided at the time of transaction. Card details are processed in accordance with payment security requirements and are not retained by us where this is not necessary.

Communication data: information contained in enquiries, complaints, or other communications you send to us, including the date, time, and content of messages or calls, and our responses.

Technical and usage data: limited technical information about how you access and use our online content, such as basic device or browser data and general usage patterns where this is required for the functioning or security of our online services.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us, make an enquiry, request a quote, book a service, or provide feedback. This may be by phone, online forms, messaging, or in person. We may also receive personal data from third parties where you have authorised them to share your details with us for the purpose of arranging cleaning services, such as property managers, landlords, or partner businesses involved in property services.

Lawful Bases for Processing Your Data

We rely on the following lawful bases under data protection law to process your personal data:

Contract: We process your personal data where this is necessary to enter into or perform a contract with you, including handling your booking, providing cleaning services, taking payment, and communicating with you about your service.

Legal obligation: We may process personal data where this is necessary to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer service issues, maintaining security, and protecting our business against fraud or misuse.

Consent: In limited circumstances, we may rely on your consent, for example, for certain types of marketing communications that go beyond what is allowed on the basis of legitimate interests. Where we rely on consent, you can withdraw it at any time using the contact details provided in this policy.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide our services: including processing enquiries, preparing quotes, scheduling and delivering cleaning services, issuing invoices, and collecting payment.

To manage customer relationships: including handling questions, complaints, and feedback, adjusting services to meet your needs, and maintaining accurate customer records.

To operate and improve our business: including analysing service usage, improving our processes and customer experience, training staff, and maintaining the quality and safety of our services.

To comply with legal and regulatory duties: such as keeping records required by tax and accounting regulations, and cooperating with lawful requests from authorities.

To send permitted marketing: we may contact you with information about our services that may be of interest to you, in line with data protection and marketing rules. You can opt out of marketing communications at any time.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with the following categories of recipients where necessary and appropriate:

Service providers acting as data processors: third parties who provide services to us, such as payment processing, accounting support, information technology support, customer management systems, or secure document storage. These processors act on our instructions, are bound by data protection obligations, and are not permitted to use your data for their own purposes.

Professional advisers: such as accountants or legal advisers, where this is necessary for the management, legal protection, or compliance needs of our business.

Authorities and regulators: where we are required to do so by law or where disclosure is necessary to protect our rights, property, or safety, or that of our customers or others.

Any sharing of data is limited to what is necessary for the specific purpose and carried out in line with data protection legislation.

International Data Transfers

Where our use of service providers involves processing personal data outside the United Kingdom or European Economic Area, we ensure that appropriate safeguards are in place to protect your personal data. These may include adequacy decisions by relevant authorities or the use of standard contractual clauses and additional measures designed to ensure a level of protection essentially equivalent to that required under data protection law.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. In determining appropriate retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, and applicable legal requirements.

In general, customer and transaction records are kept for a minimum period required by tax and accounting laws, after which they are securely deleted or anonymised. Enquiry records and routine communications that do not lead to an ongoing customer relationship are typically retained for a shorter period, sufficient to answer your query and maintain a record of our interactions.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include restricting access to personal data to authorised personnel who need it to perform their duties, using secure systems and tools for storing and processing data, and regularly reviewing our security practices. While we take reasonable steps to safeguard your information, no system can be guaranteed as completely secure. You are also responsible for taking reasonable steps to protect your own data when communicating with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, you may:

Request access to your personal data and receive a copy of the data we hold about you.

Request correction of any incomplete or inaccurate personal data.

Request erasure of your personal data, where there is no good reason for us to continue processing it, or where you have successfully exercised your right to object.

Object to processing of your personal data where we rely on legitimate interests, and you feel this processing impacts your fundamental rights and freedoms.

Request restriction of processing of your personal data, for example while we verify the accuracy of the data or our reasons for processing it.

Request the transfer of your personal data to you or to a third party in a commonly used, machine-readable format, where the processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on consent to process your personal data. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us using the contact details provided in our customer materials or on our website. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or inform you if an extension is required due to complexity or volume.

Complaints and Contact

If you have concerns about how we handle your personal data, we encourage you to contact us so that we can address your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your data protection rights have been infringed.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will revise the date of the update and, where appropriate, notify you of significant changes through our usual communication channels. Your continued use of our services after any changes have been made will indicate your acknowledgement of the updated policy.