Carpet Cleaners Sutton Privacy Policy

This Privacy Policy explains how Carpet Cleaners Sutton collects, uses, stores, and protects personal data relating to customers and prospective customers in the Sutton area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. This policy applies to all Carpet Cleaners Sutton customers in the area we serve, including residential and commercial clients.

Who We Are

Carpet Cleaners Sutton is a carpet and upholstery cleaning service provider operating in the Sutton area. For data protection law, Carpet Cleaners Sutton is the data controller in respect of the personal data we collect and use in connection with our services.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Contact details: name, address, billing address, service address, and other relevant location details.

Communication details: information you provide when you contact us by phone, through forms, or in writing, including enquiries, feedback, and complaints.

Booking and service information: details about the services you request or receive, appointment dates and times, property access information you choose to share, and any special instructions.

Billing and payment details: information required to issue invoices and process payments, such as payment method, partial payment information, and transaction details. We do not store full card details when third-party payment processors are used.

Technical and usage information: limited technical data generated when you visit our website, such as browser type, operating system, and basic usage information. This may include cookies or similar technologies where permitted by law and, where required, with your consent.

Marketing preferences: information about your preferences for receiving marketing communications from us and your responses to any optional surveys or promotions.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or use our services. This may be by phone, online forms, or other communication methods.

We may also receive personal data indirectly from third parties where this is necessary to provide our services, for example from letting agents, property managers, or commercial partners who arrange cleaning on your behalf. In such cases, we will ensure there is a lawful basis for receiving and processing your data.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under the UK GDPR. Depending on the circumstances, we rely on the following legal grounds:

Contract: to take steps at your request before entering into a contract and to perform a contract with you, for example arranging and providing cleaning services and processing payment.

Legal obligation: to comply with legal and regulatory requirements, such as tax and accounting rules, record keeping obligations, and responding to lawful requests from authorities.

Legitimate interests: for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include managing and improving our services, handling enquiries and complaints, scheduling work, maintaining business records, and limited direct marketing to existing customers.

Consent: where required by law for specific activities, such as certain types of electronic marketing or the use of non-essential cookies. When we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotes for our services.

To set up and manage bookings, coordinate appointments, and deliver cleaning services.

To issue invoices, process payments, and maintain financial records.

To communicate with you about your bookings, changes to services, or important updates.

To manage our relationship with you, including dealing with feedback, complaints, or disputes.

To conduct basic internal analysis to improve our services, scheduling, and customer experience.

To send relevant service-related information and, where permitted, limited marketing communications that you can opt out of at any time.

To maintain the security and integrity of our systems and to prevent or detect fraud or misuse.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including:

Service providers and contractors who help us deliver our services, such as booking and scheduling tools, payment processors, accounting service providers, and IT support.

Professional advisers including accountants, auditors, or legal advisers where necessary for our legitimate interests and legal obligations.

Regulators, law enforcement bodies, or other authorities where we are legally required or permitted to do so.

These third parties act as data processors or independent controllers, depending on their role. Where they act as processors on our behalf, we ensure there is a written agreement requiring them to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.

International Transfers

Some of our service providers or their systems may be located outside the United Kingdom. Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to provide an equivalent level of data protection.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected and to meet our legal or regulatory obligations.

For most customer records and booking information, we will typically keep your data for up to six years after the end of our relationship, in line with tax and accounting requirements and in case of any legal claims.

Where personal data is no longer needed for the original purpose and no longer required by law, we will delete it securely or anonymise it so that it can no longer identify you.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. Measures may include restricted access, secure storage, password protection, and staff awareness.

While we take reasonable steps to protect your data, no transmission or storage system can be guaranteed as completely secure. You are encouraged to take care when providing personal information and to use secure channels where appropriate.

Your Data Protection Rights

Under the UK GDPR you have certain rights in relation to your personal data, subject to legal conditions and exemptions:

Right of access: you can request confirmation that we process your data and obtain a copy of the personal data we hold about you.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

Right to erasure: in some circumstances you can request that we delete your personal data.

Right to restriction of processing: you can ask us to restrict how we use your data in certain situations.

Right to data portability: in some cases you can ask us to provide your personal data in a structured, commonly used, machine-readable format, or to transmit it to another controller.

Right to object: you can object to processing based on our legitimate interests, including direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds or a legal obligation.

Rights in relation to consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before withdrawal.

If you wish to exercise any of these rights, we may need to confirm your identity before responding to your request. We aim to respond within one month, or sooner where possible, in accordance with legal requirements.

Complaints

If you are concerned about how we handle your personal data, you can contact us to raise your concerns and we will do our best to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority, the Information Commissioner s Office.

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 protection practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Carpet Cleaners Sutton customers in our service area and is intended to provide clear information about our handling of personal data under the UK GDPR.