Privacy Policy - Hampton Hill Carpet Cleaners

Effective Date: This Privacy Policy applies to all Hampton Hill Carpet Cleaners customers in the area and explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

Hampton Hill Carpet Cleaners is committed to respecting your privacy and handling your personal information in a lawful, fair, and transparent manner. This Privacy Policy explains what personal data we collect from customers, prospects, and service users; why we collect it; the lawful basis on which we process it; how long we keep it; when we share it with others; and what rights you have over your information.

By using our services, requesting a quote, or communicating with us, you acknowledge that your personal data may be processed as described in this policy. We only process personal data that is necessary for the provision, management, and improvement of our carpet cleaning services.

2. Personal Data We Collect

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

Identity data: name, title, and any information you provide when booking or enquiring about our services.
Contact data: address, email address, telephone number, and preferred contact details.
Service data: details about the cleaning services requested or performed, property access notes, cleaning preferences, and special instructions.
Payment data: invoice details, payment status, and limited financial information required to process transactions. We do not ordinarily store full card details if payment is handled securely by a payment processor.
Communication data: messages, call notes, emails, complaints, feedback, and records of correspondence with us.
Technical and usage data: basic device or browser information if you interact with our digital services, including cookies where applicable.
Marketing preferences: your choices regarding promotional communications, where these are offered.

We generally collect this information directly from you. In some cases, we may receive it from third parties where it is necessary for service delivery, for example from a property manager, tenant, landlord, or referral partner acting on your behalf.

3. How We Use Personal Data

We use your personal data only where it is necessary for a legitimate and lawful purpose. Typical uses include:

providing quotations and booking cleaning services;
carrying out carpet, upholstery, and related cleaning services;
processing payments and managing invoices;
communicating with you about appointments, changes, or service issues;
responding to questions, complaints, and customer support requests;
maintaining internal records and business accounts;
meeting legal, tax, accounting, and regulatory obligations;
protecting the security of our operations, staff, and customers;
improving our services, customer experience, and operational efficiency;
sending marketing messages where permitted by law and where you have not opted out.

We will not use your personal data for purposes that are incompatible with those outlined in this policy unless we have a valid legal basis or are otherwise required or permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every type of personal data processing we carry out. Depending on the context, we may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, booking services, delivering cleaning work, and handling related administration.

Legal Obligation

We may process and retain certain data to comply with legal requirements, such as accounting rules, tax obligations, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where your rights do not override those interests. Examples include improving our services, managing customer relationships, preventing fraud, securing our business, and handling internal administration.

Consent

Where required, we will ask for your consent before sending marketing communications or processing data in a way that depends on consent. If you give consent, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, for example in an emergency involving health or safety.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and no longer than required by law. The retention period depends on the nature of the information and the purpose of processing.

Customer and service records: retained for as long as needed to manage the customer relationship and handle follow-up queries or disputes.
Financial and tax records: retained for the period required under accounting and tax laws.
Complaints and correspondence: retained for a reasonable period to resolve issues and maintain business records.
Marketing data: retained until you withdraw consent or opt out, or until it is no longer relevant.

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

6. Sharing Data and Processors

We may share personal data with trusted third parties who support the operation of our business. These third parties act as data processors or independent controllers depending on the context. Where they act as processors, they are permitted to use your information only on our instructions and must keep it secure.

Examples of processors and recipients may include:

Payment processors: organisations that securely process payments on our behalf.
IT and cloud service providers: suppliers that host business systems, data storage, communication tools, or backup services.
Accounting and bookkeeping providers: services that assist with invoicing, payroll, and financial administration.
Customer management software providers: tools used to organise bookings, service records, and communications.
Professional advisers: accountants, insurers, legal advisers, or consultants where necessary for advice or compliance.
Public authorities: law enforcement, regulators, courts, or government bodies where required by law.

We do not sell your personal data. If data must be transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with applicable data protection law.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data-handling practices.

While we work hard to protect your information, no system is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in line with legal obligations, including notifying the relevant authorities and affected individuals where required.

8. Your Rights

You have a number of rights under data protection law. These rights may be subject to conditions and exceptions, but we will always consider your request carefully and respond within the required timeframe.

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 situations, you can ask us to delete your personal data.
Right to restriction: you can request that we limit how we use your data in certain circumstances.
Right to object: you can object to processing based on legitimate interests or to direct marketing.
Right to data portability: where applicable, you can request that we provide your data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding.

9. Cookies and Similar Technologies

If our digital services use cookies or similar technologies, these may be used to support site functionality, measure performance, or improve user experience. Where required by law, we will seek your consent before setting non-essential cookies. You may also adjust your browser settings to manage cookie preferences.

10. Children’s Data

Our services are intended for adults and are not directed at children. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service request. If we learn that we have collected such data without appropriate authorisation, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Contacting Us and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, you may raise them through our standard customer service channels. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

Final statement: This Privacy Policy applies to all Hampton Hill Carpet Cleaners customers in the area and is intended to ensure that personal data is handled with care, transparency, and respect. We are committed to maintaining lawful processing, using data only when necessary, and protecting the privacy of every customer we serve.