Bayswater Carpet Cleaning Privacy Policy

This Privacy Policy explains how Bayswater Carpet Cleaning collects, uses, stores and protects personal data relating to our customers and prospective customers. It is intended to comply with the United Kingdom General Data Protection Regulation and applicable data protection laws.

This Privacy Policy applies to all Bayswater Carpet Cleaning customers and potential customers in our service area who contact us, request a quotation, use our services, visit our website, or otherwise interact with us.

Who we are and scope of this policy

Bayswater Carpet Cleaning provides carpet, upholstery and related cleaning services to residential and commercial customers. For the purposes of data protection law, Bayswater Carpet Cleaning is the data controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

This Privacy Policy covers personal data processed in connection with our services, including bookings made by telephone, in person, online or through any other communication channel that we operate.

What personal data we collect

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

Identification and contact details such as your name, address, property access details, and preferred contact method.

Contact information such as your email address, billing address and any alternative contact person you choose to provide.

Booking and service information such as details of the services you request, the date and time of appointments, information about the rooms or areas to be cleaned, and notes relating to any particular requirements or instructions.

Payment and transaction information such as records of invoices issued, amounts paid, payment status and method of payment. We do not store full card details when payments are processed via secure third party payment processors.

Communication records such as notes of telephone calls, messages, enquiries, complaints, feedback and any correspondence we have with you.

Technical and usage data when you visit our website, such as your IP address, device type, browser type, approximate location, pages visited and the date and time of your visit, collected through standard server logs and similar technologies.

Marketing preferences such as your choices about receiving marketing communications from us and your communication channel preferences.

How we collect personal data

We collect personal data directly from you when you contact us to request information, ask for a quotation, make a booking, pay for services, leave feedback or otherwise communicate with us.

We may also collect personal data automatically when you use our website, through logs and similar technologies that help us understand how the site is used and to maintain its security.

In some cases, we may receive personal data about you from third parties, for example when a managing agent, landlord or another person arranges cleaning services on your behalf. In such cases we rely on that party to have your authorisation to share your details with us.

Lawful bases for processing your data

We will only process your personal data when we have a lawful basis to do so. Depending on the context, we may rely on the following lawful bases:

Contract: where processing is necessary to enter into or perform a contract with you, such as arranging and delivering cleaning services, communicating about bookings, and handling payments and invoices.

Legal obligation: where we need to process certain information to comply with legal and regulatory requirements, for example in relation to tax, accounting or responding to lawful requests from authorities.

Legitimate interests: where processing is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, keeping records of bookings and past work, and communicating with existing customers about similar services.

Consent: where you have given us your clear consent to process your personal data for a specific purpose, for example to send you certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How we use personal data

We use your personal data for the following purposes:

To provide our services, including responding to enquiries, offering quotes, scheduling and delivering carpet cleaning and related services, and following up on work carried out.

To manage our relationship with you, including handling billing and payments, managing complaints or disputes, responding to feedback, and maintaining service records.

To operate and improve our business, including internal record-keeping, staff training, service quality monitoring and business planning.

To send you service-related communications such as appointment confirmations, reminders, updates or changes to bookings, and important information about the services you receive.

To send you marketing communications about our services where we are permitted to do so by law. You can opt out of marketing communications at any time.

To maintain the security of our systems and premises, to prevent fraud and misuse, and to protect our legal rights.

To comply with legal and regulatory obligations and to cooperate with law enforcement or regulators where required.

Data sharing and processors

We do not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf. These processors may include:

Payment service providers that securely process payments on our behalf.

IT and hosting providers who support our website, email and data storage systems.

Customer management or booking system providers that help us manage appointments and records.

Professional advisers such as accountants or legal advisers who provide services to our business.

These processors are only permitted to process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy. They must keep your data secure and are not allowed to use it for their own purposes.

We may also share personal data with third parties where required by law, to protect our rights, to enforce our terms, or in relation to a business transaction such as a sale or restructuring, in which case we will take steps to ensure your rights continue to be protected.

International transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is stored in or accessed from other countries, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or equivalent mechanisms as required by law.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Information relating to bookings, invoices and payments is generally kept for a period consistent with applicable tax and accounting rules. Service records and communications may be retained for a reasonable period to allow us to respond to queries, manage any disputes and maintain records of services provided.

Where we process personal data based on your consent for marketing purposes, we retain that data until you withdraw your consent or object to such processing, or until a reasonable period of inactivity has passed.

When retention periods expire, or when we no longer need the data, we will either securely delete or anonymise the personal data so that it can no longer be associated with you.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, use of passwords and staff training on data protection responsibilities.

While we strive to protect your personal data, no system can be guaranteed to be completely secure. You also have a role in keeping your information safe, for example by taking care when sending personal data and by telling us promptly if you suspect any misuse of your information.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to limitations or conditions. Your rights include:

The right of access: you can request a copy of the personal data we hold about you and information about how we process it.

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

The right to erasure: in some circumstances, you can ask us to delete your personal data where there is no good reason for us to continue processing it.

The right to restrict processing: you can ask us to suspend the use of your personal data in certain situations, for example while we verify its accuracy or our reasons for processing it.

The right to data portability: in certain situations, you can ask us to provide your personal data in a structured, commonly used and machine readable format, and to transmit it to another controller where technically feasible.

The right to object: you can object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including for direct marketing. We will stop processing your data for direct marketing if you object.

Rights in relation to automated decision making: Bayswater Carpet Cleaning does not carry out automated decision making or profiling that produces legal or similarly significant effects on you.

You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we have handled your personal data.

Marketing communications

We may use your contact details to send you information about services that are similar to those you have previously used or enquired about, where permitted by law. You can opt out of receiving marketing communications at any time by following any unsubscribe instructions provided in our messages or by contacting us using your preferred method.

Opting out of marketing communications will not affect service-related communications that are necessary for the performance of a contract or to provide you with information relating to your bookings.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. When we make significant changes, we will take reasonable steps to inform you. The most current version of this Privacy Policy will always apply to our processing of your personal data.

Contact and exercise of your rights

If you have any questions about this Privacy Policy, about how Bayswater Carpet Cleaning handles your personal data, or if you wish to exercise any of your data protection rights, you can contact us using your usual communication channels for our services. We will respond to your request in accordance with applicable data protection law.