Privacy Policy - Grangepark Carpet Cleaners

This Privacy Policy explains how Grangepark Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Grangepark Carpet Cleaners customers in the area, including individuals who request quotations, book services, receive cleaning services, or otherwise interact with us in connection with our carpet cleaning and related services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We value privacy and aim to process personal data fairly, lawfully, transparently, and only for legitimate purposes. This policy should be read alongside any service terms or notices that may apply to a specific booking or service arrangement.

1. Who We Are

Grangepark Carpet Cleaners provides carpet cleaning and related cleaning services to customers in the local area. For the purposes of data protection law, we act as the data controller when we decide why and how personal data is processed. This means we are responsible for ensuring that any personal information we collect is used responsibly and in line with applicable law.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of information:

• Identity data such as your name.
• Contact data such as your address, telephone number, and email address.
• Service data such as property details, cleaning preferences, service history, and booking information.
• Payment data such as payment status, invoice records, and transaction references. We do not keep unnecessary card details where these are processed securely by third-party payment providers.
• Communication data such as messages, enquiries, complaints, feedback, and notes about customer interactions.
• Technical data where relevant, such as device or browser information if you contact us through digital channels.
• Legal and compliance data such as records required for tax, accounting, or dispute resolution purposes.

We generally do not seek to collect special category data. If such data is ever provided to us accidentally, we will handle it carefully and only where there is a lawful basis to do so.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

• request a quote or make an enquiry;
• book or amend a service;
• communicate with us by phone, email, or message;
• provide feedback or raise a complaint;
• make a payment or receive an invoice;
• interact with us as a customer, prospective customer, or business contact.

We may also receive information from third parties where it is necessary for providing our services, such as referral partners, payment processors, or public sources used to verify address details.

4. Why We Use Your Personal Data

We process personal data for the following purposes:

• to provide carpet cleaning and related services;
• to manage bookings, scheduling, and customer requests;
• to prepare quotes and confirm service availability;
• to issue invoices and process payments;
• to communicate about appointments, changes, or service issues;
• to respond to enquiries, complaints, and feedback;
• to keep accurate business and accounting records;
• to comply with legal and regulatory requirements;
• to protect our business, customers, and staff from fraud, misuse, or disputes.

We will only use your data for the purposes for which it was collected unless we reasonably need to use it for another compatible purpose.

5. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the situation, Grangepark Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling booking information, carrying out the cleaning service, managing payment, and dealing with service-related communications.

Legitimate Interests

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

Legal Obligation

We may process personal data where needed to comply with a legal obligation, including tax, accounting, record-keeping, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you specifically agree to receive certain marketing communications. Where consent is used, you may withdraw it at any time.

6. How We Store and Protect Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and careful management of electronic and paper records.

While we work hard to safeguard data, no system can be guaranteed completely secure. We therefore encourage customers to provide only the information needed for our services and to let us know if any of their contact details change.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including the time needed to fulfil any contractual, legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason it is held.

In general, customer service and billing records may be retained for several years to comply with tax and accounting rules and to resolve any queries or disputes. When data is no longer required, we will securely delete, anonymise, or dispose of it in a safe manner.

We do not retain personal data indefinitely. If you would like more information about how long specific categories of data are kept, you may ask us to explain the applicable retention period.

8. Processors and Third Parties

We may share personal data with trusted third parties that assist us in running our business. These third parties act as data processors or independent controllers depending on the service they provide. Processors may only use personal data on our instructions and must protect it appropriately.

Examples of processors and service providers may include:

• Payment processors that handle secure card or bank transactions;
• Booking or scheduling providers that help manage appointments;
• IT and cloud storage providers that host or support our systems;
• Accounting or invoicing services that support financial record-keeping;
• Professional advisers such as accountants or legal advisers where necessary;
• Public authorities or regulators where we are legally required to disclose information.

We do not sell your personal data. If data is transferred outside the UK or EEA, we will take steps to ensure suitable safeguards are in place, such as approved contractual protections or equivalent legal mechanisms.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

• 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 information.
• Right to erasure – in certain cases, you can ask us to delete your data.
• Right to restriction – you can ask us to limit how we use your data in some situations.
• Right to object – you can object to processing based on legitimate interests or direct marketing.
• Right to data portability – you may request certain data in a reusable format where applicable.
• Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

10. Marketing Communications

We will only send marketing communications where we are permitted to do so under the law. If consent is required, we will obtain it first. You can opt out of marketing at any time by following the unsubscribe method provided in the communication or by informing us directly through the relevant channel.

We do not use your personal data for unnecessary profiling. Any marketing activity will be proportionate and respectful of your preferences.

11. Children’s Data

Our services are intended for adult customers. We do not knowingly collect personal data from children except where it is incidentally provided in the course of booking or service arrangements and where there is a valid reason to hold it. If we become aware that data has been collected inappropriately, we will take steps to remove it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We recommend reviewing this policy periodically so that you remain informed about how we protect your information.

13. Summary of Our Commitment

Grangepark Carpet Cleaners is committed to treating personal data with care, transparency, and respect. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and protect it through responsible safeguards and trusted processors. If you are a customer in the area, this policy applies to your personal data whenever you use our services or engage with us in connection with them.

This policy is designed to provide clear and lawful information about our data practices and to support the rights and expectations of our customers.