Privacy Policy - Norwood Green Carpet Cleaners

This Privacy Policy explains how Norwood Green Carpet Cleaners collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Norwood Green Carpet Cleaners customers in the area, including prospective customers, current customers, and anyone who contacts us about our 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.

1. Who we are

Norwood Green Carpet Cleaners is a service provider offering carpet cleaning and associated household cleaning services. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is processed. This means we are responsible for ensuring your information is processed securely and only for legitimate purposes.

2. Personal data we collect

We collect only the personal data necessary to provide our services effectively and to manage our business operations. The types of information we may collect include:

Identity details such as your name and title
Contact details such as your address, phone number, and email address
Service information including property access notes, cleaning instructions, booking preferences, and service history
Payment information such as billing details and payment status
Communication records including messages, inquiries, complaints, and feedback
Technical information if you interact with us through digital systems, such as device or log data where applicable

We do not intentionally collect sensitive personal data unless it is required by law, necessary for a specific request, or voluntarily provided and relevant to the service. If such data is ever needed, it will be handled with additional care and only where a lawful basis applies.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotes
To schedule, confirm, and deliver carpet cleaning services
To manage customer accounts and service records
To process payments and issue invoices
To communicate about appointments, service updates, or changes
To handle complaints, disputes, or service issues
To maintain business records and meet legal obligations
To improve our services and customer experience
To prevent fraud, misuse, or unlawful activity

We only use personal data for the purpose for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will ensure we have a lawful basis to do so.

4. Lawful basis for processing

We process personal data only when we have a valid lawful basis under data protection law. Depending on the context, our lawful bases may include:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, confirming appointments, delivering cleaning services, invoicing, and managing customer accounts.

Legal obligation

We may process personal data to comply with legal and regulatory requirements, including accounting, taxation, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may use data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing operations, improving services, protecting our business, and keeping accurate internal records. When we rely on legitimate interests, we carefully assess the impact on your privacy.

Consent

In limited situations, we may rely on your consent, for example where you ask us to send certain optional communications or where consent is otherwise required. When we rely on consent, you have the right to withdraw it at any time.

5. Sharing your information

We may share personal data with carefully selected third parties where necessary for business operations, legal compliance, or service delivery. These may include:

Payment providers who process transactions securely
IT and software providers who support booking, record keeping, or communication systems
Professional advisers such as accountants or legal advisers where needed
Regulators, law enforcement, or public authorities where required by law

We do not sell your personal data. Any third party who processes data on our behalf must do so under appropriate contractual terms and only in accordance with our instructions. We require processors to maintain confidentiality, implement suitable security measures, and respect applicable data protection laws.

6. Processors and third-party service providers

Where we use third-party processors, they act on our behalf and may only process personal data for the specific services they provide. Examples may include cloud storage providers, email platforms, booking systems, payment processors, and administrative software providers. We choose processors carefully and, where required, assess whether they provide sufficient technical and organisational measures to protect personal data.

We remain responsible for ensuring that any processor engaged by us handles data appropriately. If personal data is transferred outside the UK, we will ensure that suitable safeguards are in place, such as approved transfer mechanisms and contractual protections, to preserve your data rights.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the reason it was collected.

Customer and booking records are generally retained for a period necessary to manage the service relationship and resolve disputes
Financial and tax records are retained for the period required by law
Correspondence and complaint records may be kept for a reasonable time to manage service issues and maintain accurate records

When personal data is no longer needed, we will securely delete, anonymise, or archive it in a controlled manner. Retention is always limited to what is necessary and lawful.

8. Data security

We take the protection of personal data seriously and use appropriate technical and organisational measures to safeguard information against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

Although no method of transmission or storage is completely secure, we work to reduce risk and to deal appropriately with any suspected data incident. If a personal data breach is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the Information Commissioner’s Office and affected individuals where appropriate.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis relied upon. They include:

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 data
Right to erasure – you can ask us to delete your data in certain circumstances
Right to restriction – you can ask us to limit how we use your data in certain situations
Right to data portability – you can request certain data in a portable format where legally applicable
Right to object – you can 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

We will respond to valid requests within the timeframe required by law. To protect your privacy, we may need to verify your identity before acting on your request. Please note that some rights may not apply in all cases, especially where we must retain data to meet legal obligations or defend legal claims.

10. Cookies and similar technologies

If we use cookies or similar technologies in connection with digital services, they may be used to support functionality, remember preferences, and understand how services are used. Where required, we will provide appropriate information and obtain consent for non-essential cookies. You can control cookie settings through your browser or device settings.

11. Children’s data

Our services are intended for adults and households arranging carpet cleaning services. We do not knowingly collect personal data from children unless it is required in the context of a service request made by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. 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.

13. How to exercise your rights

If you wish to exercise any of your rights, or if you have questions about how your personal data is handled, you should make a request through the usual customer communication channels. We will consider all requests carefully and in line with applicable law. Your privacy matters to us, and we aim to handle every request fairly, promptly, and respectfully.

Norwood Green Carpet Cleaners is committed to maintaining trust, transparency, and compliance in all customer data processing. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy, subject always to your legal rights and protections under data protection law.