Knightsbridge Carpet Cleaners Privacy Policy
This Privacy Policy explains how Knightsbridge Carpet Cleaners collects, uses, discloses and protects personal data relating to our customers in our service area. It applies to all individuals who use our carpet and upholstery cleaning services, make enquiries about our services, visit our website, or otherwise interact with us as a customer or prospective customer.
We are committed to protecting your privacy and handling your personal data in a transparent and lawful way, in accordance with the UK General Data Protection Regulation and all applicable data protection laws.
1. Data controller
For the purposes of data protection law, Knightsbridge Carpet Cleaners is the data controller in respect of the personal data we collect about you. This means we determine the purposes and means of the processing of your personal data when you use our services or interact with us as a customer.
2. Personal data we collect
We collect and process different categories of personal data depending on how you interact with us. The information we may collect includes:
Identification and contact details such as your name, address, property access information, and other contact details you provide when booking or making an enquiry.
Service and booking details such as the date and time of your booking, the type of service requested, information about the property areas to be cleaned, special instructions, and records of communications about the service.
Payment and transaction data such as the amount charged, payment method, and transaction reference details. We do not store full payment card details where payments are processed through secure third party payment processors.
Communication data including emails, online contact forms, messages and phone notes related to enquiries, bookings, feedback and complaints.
Technical and usage data where you visit our website, which may include IP address, browser type, device identifiers, and information about how you use our website. This may be collected using cookies or similar technologies, where permitted by law and your consent preferences.
3. How we collect your personal data
We collect personal data directly from you when you contact us by phone, complete an online form, request a quote, make a booking, or speak to us in person.
We may also collect data automatically when you visit our website through cookies and similar technologies, depending on your browser settings and any consent you have given.
In some cases, we receive personal data from third parties, for example where a managing agent, landlord or commercial client books our services on your behalf. In such cases, we ensure that the data is processed only for the purposes described in this Privacy Policy.
4. Lawful basis for processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:
Performance of a contract where processing is necessary to provide our cleaning services, manage bookings, take payment, and fulfil our contractual obligations to you.
Legitimate interests where processing is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. Examples include managing our relationship with you, improving our services, ensuring the security of our systems, and handling queries and complaints.
Compliance with legal obligations where we need to process your data to comply with legal or regulatory requirements, such as tax and accounting rules.
Consent where required by law, for example for certain types of marketing communications or for some cookies. Where we rely on consent, you may withdraw your consent at any time.
5. How we use your personal data
We use your personal data for the following purposes:
To provide and manage our cleaning services, including handling enquiries, issuing quotes, confirming bookings, carrying out the requested work, and following up on the service delivered.
To process payments, issue invoices and receipts, and manage our accounting and financial records.
To communicate with you, including responding to your questions, informing you about bookings, changes or cancellations, and dealing with feedback or complaints.
To manage our business operations, such as scheduling staff, planning routes, monitoring service quality and training our team.
To improve our services, website and customer experience by analysing how customers use our services and interact with us.
To send marketing communications about our services where permitted by law or where you have given your consent. You can opt out of marketing communications at any time.
To comply with legal obligations and to establish, exercise or defend legal claims.
6. Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy:
Service providers acting as data processors who provide services such as payment processing, booking and scheduling software, customer management systems, website hosting, IT support, and accountancy. These providers are contractually required to handle your personal data only on our instructions and to keep it secure.
Professional advisers including accountants, auditors, legal advisors and insurers where such sharing is necessary in connection with their professional services to us.
Regulators, law enforcement or other authorities where we are required to do so by law or where this is necessary to protect our rights or the rights of others.
In all cases where we use processors, we put in place appropriate data processing agreements to ensure that your personal data is protected and handled in accordance with legal requirements.
7. Data retention
We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements.
In general, we retain customer and booking records for a period that allows us to manage our relationship with you, respond to queries, and demonstrate that we have fulfilled our contractual obligations. After the relevant retention period has expired, we will securely delete or anonymise your personal data.
The specific retention period may vary depending on the type of data, the nature of our relationship with you and any legal obligations that apply. Where we anonymise your data, it will no longer be possible to identify you from that data.
8. International transfers
Where we work with service providers that are located outside the United Kingdom or the European Economic Area, or where data may be stored or accessed from such locations, we take steps to ensure that your personal data benefits from an equivalent level of protection.
This may include using standard contractual clauses or other safeguards recognised under data protection law. Further details about these safeguards can be provided upon request.
9. Data security
We take appropriate technical and organisational measures designed to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, staff training and regular review of our security practices.
While we strive to protect your personal data, no system can be completely secure. We therefore cannot guarantee the security of information transmitted to us, particularly over the internet. Any transmission is at your own risk, although we use reasonable safeguards to protect the data once received.
10. Your data protection rights
Subject to certain conditions and exemptions under data protection law, you have the following rights in relation to your personal data:
The right to access your personal data and obtain a copy of the information we hold about you.
The right to request correction of inaccurate or incomplete personal data.
The right to request deletion 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.
The right to object to processing of your personal data where we rely on legitimate interests and you consider that your rights and freedoms override those interests. You also have the right to object at any time to the processing of your data for direct marketing purposes.
The right to request restriction of processing of your personal data in certain circumstances, for example if you contest the accuracy of the data or object to our processing.
The right to request the transfer of your personal data to you or to another organisation, where technically feasible and where the processing is based on consent or the performance of a contract and carried out by automated means.
Where we rely on consent to process your personal data, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
11. How to exercise your rights or contact us
If you wish to exercise any of your rights or have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact methods provided on our website or in your booking confirmation. To protect your privacy, we may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We would, however, appreciate the chance to deal with your concerns first, so we encourage you to contact us in the first instance.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. The updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all Knightsbridge Carpet Cleaners customers in our service area and forms part of our commitment to safeguarding your personal data in a fair, lawful and transparent manner.