Privacy Policy - Knightsbridge Carpet Cleaners

This Privacy Policy explains how Knightsbridge Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Knightsbridge Carpet Cleaners customers in 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 a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so that you understand how your information is managed and what rights you have.

1. Information We Collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on the way you interact with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Booking and service information such as the type of cleaning requested, preferred dates, access details, and notes relating to the service.
Payment-related information such as payment status and transaction records. We do not store unnecessary financial details where payment processing is handled through secure third-party providers.
Communication records including enquiries, messages, complaints, feedback, and correspondence.
Technical information if you contact us through digital channels, such as basic device or usage data generated by website or email systems.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or unless another lawful condition applies. Please avoid sharing sensitive information unless it is relevant to the service.

2. How We Use Your Personal Data

We use personal data only where necessary for legitimate business and legal purposes. The main purposes include:

Managing enquiries and providing quotations.
Scheduling, delivering, and managing carpet cleaning services.
Processing payments, issuing records, and handling refunds or disputes where applicable.
Communicating with customers about appointments, service updates, and operational matters.
Responding to complaints, claims, and customer support requests.
Maintaining internal business records, accounts, and service history.
Meeting legal, tax, accounting, insurance, and regulatory obligations.
Improving the quality, safety, and efficiency of our services.

We do not use personal data for purposes that are incompatible with the original reason it was collected, unless we have a lawful basis to do so and have informed you where required.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis before processing personal data. We 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 handling bookings, delivering cleaning services, and communicating about the service you requested.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory duties.

Legitimate Interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing our customer relationships, preventing fraud, improving services, and maintaining business records.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain forms of marketing communication or where we process optional information you provide. Where consent is used, you can withdraw it at any time.

Important: we do not rely on consent where another lawful basis is more appropriate or where processing is required to deliver services you have requested.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties that help us operate our business. These third parties act as processors when they process data on our behalf and under our instructions. They are required to protect your information and use it only for agreed purposes.

Examples of processors and recipients may include:

Payment service providers who process card or electronic payments securely.
IT and cloud service providers that store data, support email systems, or maintain business software.
Accounting or bookkeeping providers assisting with financial records and tax compliance.
Customer management tools used to organise bookings, service records, and communications.
Professional advisers such as lawyers, insurers, or auditors where necessary.

We may also disclose personal data where required by law, court order, or regulatory request, or to protect our rights, customers, staff, or property.

We do not sell your personal data. If any data is transferred outside the UK or EEA through a processor, appropriate safeguards will be used to protect it, such as standard contractual clauses or equivalent lawful transfer mechanisms.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

Service records are generally kept for a reasonable period to support customer service and business administration.
Financial and tax records are retained for the period required by law.
Communication records may be retained for as long as needed to resolve disputes, monitor service quality, or maintain accurate records.
Data held on the basis of consent will be kept only until consent is withdrawn or the data is no longer needed.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited access to personal information on a need-to-know basis.

While we work hard to protect your data, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will respond appropriately and, where required by law, notify the relevant authorities and affected individuals.

7. Your Rights

Depending on the circumstances and applicable law, you may have the following rights regarding your personal data:

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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exemptions or limitations under data protection law. We may need to verify your identity before responding to a request.

8. Children’s Data

Our services are intended for adult customers and property occupiers. We do not knowingly collect personal data from children except where it is necessary in connection with service delivery and lawful processing. If we become aware that we have collected data without an appropriate basis, we will take steps to delete it.

9. Marketing Communications

Where permitted by law, we may send service-related updates or limited marketing communications. You can object to direct marketing at any time. If you withdraw consent or opt out, we will update our records accordingly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically to stay informed.

11. Summary of Our Commitment

Knightsbridge Carpet Cleaners is committed to protecting your privacy and treating your personal data with care and respect. We collect only what we need, use it for clear and lawful purposes, share it responsibly with trusted processors, and retain it only for as long as necessary. We also recognise and support your data protection rights and will respond to requests in accordance with applicable law.

This policy applies to all Knightsbridge Carpet Cleaners customers in area.