Privacy Policy - Romford Carpet Cleaners

This Privacy Policy explains how Romford Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all customers of Romford Carpet Cleaners in the Romford area, including anyone who makes an enquiry, books a service, receives a quotation, or uses our carpet cleaning and 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 This Policy Applies To

This policy applies to customers, prospective customers, and other individuals whose personal data we process in connection with our services. It covers people who:

Request a quote or consultation
Book carpet cleaning, upholstery cleaning, or related domestic or commercial services
Communicate with us by phone, email, online form, or in person
Provide feedback, make a complaint, or ask for information

This policy does not apply to employees, job applicants, or contractors, unless otherwise stated in a separate privacy notice.

2. Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us:

Identity data such as your name
Contact data such as telephone number, email address, and service address
Booking and service data such as appointment details, property access notes, cleaning preferences, and service history
Payment data such as payment method, payment status, and limited billing details
Communication data such as emails, text messages, call notes, and feedback
Technical data where relevant, such as IP address or browser information if you contact us through digital systems

We generally do not collect special category data unless you provide it voluntarily and it is necessary for a specific service issue, such as health or access requirements. Where such data is provided, we will only process it when a valid legal condition applies and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries
To arrange, deliver, and manage cleaning services
To process payments and maintain financial records
To communicate about bookings, changes, and service updates
To handle complaints, disputes, and customer support requests
To improve our services, operations, and customer experience
To meet legal, accounting, and regulatory obligations

We only use your personal data where it is necessary and relevant to the service relationship or where we have another lawful reason to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Romford Carpet Cleaners relies on one or more of the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you, such as taking bookings, arranging services, and handling payment.

Legitimate Interests

We may process data for our legitimate business interests, including managing our operations, maintaining customer records, improving services, preventing fraud, and dealing with service enquiries. When relying on legitimate interests, we consider whether our interests are overridden by your rights and freedoms.

Legal Obligation

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

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to a specific communication preference. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide our services. These third parties may act as processors or independent controllers depending on the service provided.

Payment providers who process transactions securely
IT and cloud service providers who host email, scheduling, storage, or administrative systems
Accounting or bookkeeping providers who support financial administration
Professional advisers such as insurers, auditors, or legal advisers where necessary
Subcontractors or service partners where required to complete a customer request or support a booking

All processors are required to handle personal data securely, use it only on our instructions, and maintain appropriate confidentiality and protection measures. We do not sell personal data.

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 may vary depending on the nature of the information and our legal obligations.

Customer service and booking records are kept for as long as needed to manage the service relationship and resolve any follow-up issues
Financial and tax records are retained for the period required by law
Communication records may be kept for a reasonable period to support customer care, dispute resolution, and business administration

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, or alteration. These measures are designed to be proportionate to the risks associated with the data we process.

Although no system is completely secure, we work to minimise risk by limiting access to personal data, using secure storage methods where appropriate, and only allowing authorised personnel to handle information.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain situations
Right to restriction – to ask us to limit processing in certain cases
Right to data portability – to receive certain data in a reusable format where applicable
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where consent is the basis for processing

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are intended for adults who arrange carpet cleaning and related services. We do not knowingly collect personal data from children unless it is incidentally provided in a service context and is necessary for safe access or delivery of the service. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

10. Changes to This Policy

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

11. Summary of Our Commitment

Romford Carpet Cleaners is committed to treating personal data with care, transparency, and respect. We collect only the information needed to deliver our services, use it under a valid lawful basis, keep it only as long as necessary, and protect it through appropriate safeguards. We also recognise and respect your rights under UK data protection law.

This Privacy Policy applies to all Romford Carpet Cleaners customers in the Romford area.