Highbury Carpet Cleaning Privacy Policy
This Privacy Policy explains how Highbury Carpet Cleaning collects, uses, stores and shares personal data about its customers. It also sets out the rights that individuals have under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Highbury Carpet Cleaning customers within our service area.
Who we are and scope of this policy
Highbury Carpet Cleaning is a carpet and upholstery cleaning service operating within the local area. In this Privacy Policy, references to we, us or our mean Highbury Carpet Cleaning. We act as the data controller in relation to the personal data we collect about our customers and prospective customers.
This policy applies to all personal data that we process in connection with booking, providing and managing our cleaning services, including data collected via telephone, messaging services, contact forms, or in person.
Personal data we collect
We may collect and process the following categories of personal data about you:
Identification and contact details such as full name, home address, service address, billing address, and other contact details that you choose to provide.
Booking and service information such as details of the services you request, dates and times of appointments, access instructions for the property, and notes relevant to providing the service.
Communication records such as information you provide in correspondence with us, including messages, feedback, or complaints, and our responses to you.
Payment-related information such as records of payments made and amounts due. Card or bank details, where used, are processed by our payment service providers and are not stored by us beyond what is necessary for accounting records.
Technical and usage data where applicable such as information about how you interact with any online forms or digital services we operate, including date and time of contact and basic device or browser details, where this is captured.
Marketing preferences such as whether you wish to receive information about offers, reminders or updates from us, and your communication preferences.
How we collect your personal data
We collect personal data directly from you when you contact us to request a quote, make a booking or ask a question, when you communicate with us before or after a service, and when you pay for our services.
We may also collect personal data indirectly when another person makes a booking on your behalf or provides your details as the main contact for a property where our services are to be carried out.
Lawful bases for processing
We process your personal data only where we have a lawful basis under the UK GDPR and related data protection laws. The lawful bases we rely on are:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes managing bookings, providing cleaning services, communicating with you about your appointment, and handling payments.
Legal obligation: We process certain data to comply with legal and regulatory obligations, such as maintaining accounting and tax records.
Legitimate interests: We may process your personal data where it is necessary for our legitimate interests and where your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, handling queries and complaints, and keeping basic records of past work for reference and quality assurance.
Consent: Where required by law, we rely on your consent to send you certain kinds of direct marketing communications. You can withdraw your consent at any time as described in the section on your rights.
How we use your personal data
We use your personal data for the following purposes:
To provide our cleaning services including arranging appointments, attending your property, and carrying out the requested work.
To manage our relationship with you including confirming bookings, sending reminders, responding to your questions, and informing you of any changes to our services.
To process payments and maintain financial records including issuing invoices or receipts and keeping records for accounting, tax, and audit purposes.
To improve our services including using feedback and service history to review and enhance our processes, staff training and service quality.
To send marketing communications where permitted including information about promotions, seasonal offers or new services, subject to legal requirements and your preferences.
To protect our business and comply with legal requirements including record-keeping, prevention and detection of fraud, and managing or defending legal claims.
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 and provide services to support our business, such as:
Payment and invoicing service providers who process transactions and assist with billing and accounting.
IT and systems providers who host or support our digital tools, booking systems, or data storage solutions.
Professional advisers such as accountants or legal advisers, where this is necessary for our legitimate business needs and legal obligations.
These third parties are only permitted to process your personal data in accordance with our instructions, for the purposes described in this policy, and subject to appropriate confidentiality and security obligations.
We may also share personal data where required by law, regulation or court order, or where necessary to establish, exercise or defend legal claims.
International transfers
If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as the use of standard contractual clauses or equivalent measures, in accordance with data protection law.
Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
Service and booking records are generally kept for the duration of our relationship with you and for a period afterwards where needed for reference, to respond to any queries or disputes, or to comply with legal obligations.
Financial and transaction records are typically retained for the period required by tax and accounting laws.
Marketing information is kept for as long as you remain subscribed or until you object to or withdraw your consent to receiving such communications.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. Measures may include restricted access to records, secure storage methods and appropriate data handling procedures for our staff and contractors.
While we take reasonable steps to safeguard your information, no system can be completely secure. You should take care when providing personal data and communicate sensitive information only through appropriate channels.
Your data protection rights
You have a number of rights under data protection law in relation to your personal data. Subject to certain conditions and exemptions, these may include:
Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data.
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 the deletion of your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason for us to retain it.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it directly to another controller where this is technically feasible.
Right to object: You can object at any time to the processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. You also have the right to object at any time to the use of your personal data for direct marketing.
Right to withdraw consent: Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the details provided on our website or in our customer communications.
If you are not satisfied with our response, you also have the right to lodge a complaint with the relevant data protection authority. Details of how to do this can be found on the information provided by the authority for your country or region.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. The updated version will be made available through our usual customer communication channels and will take effect from the date of publication. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
