Sutton Carpet Cleaners Privacy Policy
This Privacy Policy explains how Sutton Carpet Cleaners collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope and who this policy applies to
This Privacy Policy applies to all Sutton Carpet Cleaners customers and prospective customers in our service area who contact us, request a quotation, make a booking, receive services, or otherwise interact with us. It applies whether you interact with us as a private individual, on behalf of a business, or as a representative of an organisation.
Data controller
Sutton Carpet Cleaners is the data controller in respect of the personal data that we collect and process about you for the purposes described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.
Personal data we collect
We only collect personal data that is necessary for us to deliver and manage our carpet cleaning and related services. The information we may collect includes:
Identity and contact details such as your name, address where the service is to be provided, billing address if different, and any other basic contact details you choose to share so that we can provide our services and communicate with you.
Booking and service information such as dates and times of appointments, details of the areas to be cleaned, access instructions, information about your property relevant to the service, and any notes regarding your preferences or special requirements.
Payment and transaction data such as records of services purchased, amounts paid, date of payment, and method of payment. We do not store full payment card details; where card payments are used, these are processed securely by third-party payment processors.
Communication data such as records of your communications with us, including enquiries, quotations, feedback, complaints, and any other information you choose to share when you contact us by telephone, through online forms, or through other communication channels.
Technical and usage information where relevant and available, such as limited information about how you use our website or online forms, and basic device or browser information, to ensure the security and proper functioning of our online services.
How we collect your personal data
We may collect personal data directly from you when you contact us to request a quotation, make a booking, or ask a question; when you provide information in writing or by telephone; or when you interact with our online forms. We may also receive information from third parties where you have given them permission to share your details with us, for example, when a partner or referral source passes on your contact information so we can provide a service to you.
Lawful bases for processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:
Performance of a contract: We process your personal data to provide you with our services, including handling bookings, carrying out cleaning services, managing payments, and communicating with you about your service.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our business operations, maintaining records, improving our services, and responding to your enquiries.
Legal obligations: We may process personal data where it is necessary to comply with our legal obligations, such as record-keeping for tax, accounting, or regulatory requirements, and to respond to lawful requests from public authorities.
Consent: In limited circumstances, we may rely on your consent, for example, where we send certain types of marketing communications that require consent. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To respond to enquiries, provide quotations, and advise you about our services.
To schedule, manage, and deliver carpet cleaning and related services at the address you provide.
To manage payments, invoicing, and accounting, and to maintain accurate business and financial records.
To communicate with you about your booking, any changes to your appointment, follow-up after services, and any queries or concerns you may raise.
To manage our relationship with you, including handling complaints, resolving disputes, and recording your preferences.
To improve our services and operations, including analysing service usage and customer feedback where appropriate.
To comply with legal and regulatory requirements, and to establish, exercise, or defend legal claims where necessary.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These third parties only process your personal data in accordance with our instructions and for the purposes stated in this Privacy Policy.
Types of processors we may use include providers of payment processing services, providers of business administration, accounting or invoicing services, providers of information technology support and hosting services, and other professional advisers such as accountants or legal advisers.
Where we use processors, we take steps to ensure appropriate contracts are in place requiring them to protect your personal data, keep it secure, and only process it in accordance with our instructions and applicable law.
Data retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we will keep your core customer and booking records for a period that allows us to respond to questions about past services, meet our tax and accounting obligations, and manage any potential legal claims. After the relevant retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be linked to you.
The appropriate retention period can vary depending on the type of data and the reason it was collected. We regularly review the personal data we hold and delete or anonymise data that is no longer needed.
International transfers
Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If any of our processors transfer or access personal data outside of these locations, we will ensure that appropriate safeguards are in place in accordance with data protection law, such as standard contractual clauses or equivalent mechanisms, to protect your data.
Security of your personal data
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction, or damage. Measures we take include limiting access to personal data to staff and processors who need it for their role, using secure methods to store and transmit data, and maintaining procedures to address any suspected personal data breach.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:
Right of access: You have the right to obtain confirmation as to whether we process your personal data and to request access to the personal data we hold about you.
Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you have the right to request that we delete or remove your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no other legal basis for retaining it.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, and to object at any time to the use of your personal data for direct marketing.
Right to data portability: In some cases, you may have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details provided on our website or in our standard customer communications. We will respond to your request in accordance with applicable data protection laws and within the time limits set by law.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can try to resolve your concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make changes, we will update the date of the latest version and make the revised Privacy Policy accessible. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.