Brent Carpet Cleaners Privacy Policy
This Privacy Policy explains how Brent Carpet Cleaners collects, uses, stores and shares personal data when providing carpet cleaning and related services. It applies to all Brent Carpet Cleaners customers within our service area, including prospective, current and former customers, as well as individuals who contact us with enquiries.
We are committed to protecting your privacy and handling your personal data in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
Data Controller
Brent Carpet Cleaners is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with our services.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:
Identification and contact details such as your name, address, property access information, and general location details within our service area.
Contact and communication information such as your preferred method of contact and the content of communications you send to us, including queries, feedback, and service requests.
Service and booking details such as details of the services you request, booking dates and times, job notes, instructions you provide about your property, and records of work carried out.
Payment and transaction details such as basic transaction information related to payments for our services. Some payment information may be handled directly by third party payment processors, in which case those processors are responsible for their own processing of your data.
Technical and usage information where you interact with our online content, which may include log information, basic device or browser details, and how you navigate or interact with our online forms or pages, to the extent that this information constitutes personal data.
Feedback and complaint information including details you provide in satisfaction surveys, testimonials given with your consent, or information relating to complaints or disputes.
How We Collect Personal Data
We collect personal data in the following ways:
Directly from you when you contact us to request a quote, make a booking, confirm a service, provide access information, or communicate by phone, in person, or through online contact forms.
During the provision of services when our staff visit your property, update job details, record service outcomes, or note any follow up work required.
From third parties where necessary, such as payment processors who confirm that a payment has been made, or advertising and booking platforms you use to request our services.
Automatically through basic technical information generated when you access our digital content, subject to applicable law and your device settings.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract. We process your personal data when it is necessary to enter into, or perform, a contract for carpet cleaning or related services that you request. This includes processing to respond to enquiries, provide quotes, schedule visits, carry out services, process payments, and manage bookings.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights. This can include managing and improving our services, maintaining accurate business records, responding to feedback, training staff, preventing fraud or misuse, and defending legal claims.
Legal obligation. We may process your personal data where this is required to comply with legal obligations, such as record keeping, tax and accounting requirements or responding to lawful requests from authorities.
Consent. In limited cases, we may rely on your consent, for example for certain types of optional marketing communications or testimonials. Where we rely on consent, you can withdraw it at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our carpet cleaning and related services, including taking bookings, confirming appointments, attending your property, and completing requested work.
To communicate with you, including responding to enquiries, sending confirmations, rescheduling appointments, and providing important information about your bookings.
To manage payments and billing, including processing payments through approved processors, issuing confirmations, and maintaining financial records.
To manage our business operations, including planning workloads, allocating staff, monitoring service quality, training personnel, maintaining internal records, and improving our services.
To handle queries, feedback and complaints, including investigating concerns, providing responses, and improving our service based on your comments.
To comply with applicable laws and regulations, including record keeping obligations and responding to lawful requests from public authorities.
To protect our rights, property and safety, and the rights, property and safety of our customers, staff and others, including in connection with fraud prevention and the enforcement of legal claims.
Data Retention
We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, or as required by applicable law.
In general, we retain customer records, booking information and basic transaction data for a period that allows us to manage our relationship with you, handle any queries or complaints about services, and meet our legal and tax obligations. After the end of the relevant retention period, data will be securely deleted, anonymised or archived.
The specific retention period may vary depending on the type of data, the nature of our relationship with you, and legal or regulatory requirements.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These organisations are only permitted to process your personal data for our specified purposes and in accordance with our instructions and applicable law.
Categories of processors may include payment processing providers, information technology and system support providers, customer management and booking platforms, and professional advisers who assist us in business operations.
We may also share personal data with other third parties where required by law, to protect our legal rights, or in connection with business transactions such as restructuring. In all cases, we only share the minimum personal data necessary for the intended purpose and take steps to ensure appropriate protection of your data.
International Transfers
If any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place for any international transfer of personal data, in accordance with data protection law. This may include reliance on adequacy regulations, standard contractual clauses approved by relevant authorities, or equivalent mechanisms.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions. Your rights include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how we use it.
Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object. You can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds or the processing is required for legal claims.
Right to data portability. Where our processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine readable format, and have it transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing that took place before consent was withdrawn.
You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data protection rights have been infringed.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include limiting access to personal data to staff and processors who need it for legitimate purposes, using secure systems to store data, and training staff on data protection responsibilities.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or services. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
Contact Regarding Privacy
If you have any questions about this Privacy Policy, our handling of your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our main customer information and booking materials.
