Privacy Policy
Bayswater Carpet Cleaning Privacy Policy
This Privacy Policy explains how Bayswater Carpet Cleaning collects, uses, stores and shares personal data relating to customers and prospective customers within our service area. It is designed to comply with the UK General Data Protection Regulation and related data protection laws.
By using our carpet and upholstery cleaning services or by contacting us to request a quotation or information, you acknowledge that you have read and understood this Privacy Policy.
Who this Privacy Policy applies to
This Privacy Policy applies to all Bayswater Carpet Cleaning customers and prospective customers in our service area, including individuals, households, landlords, tenants, and business clients who contact us, use our services, or otherwise interact with us.
Types of personal data we collect
We may collect and process the following categories of personal data, depending on how you interact with us:
Identification and contact details such as name, title, postal address, service address, billing address, and any other address you provide to us for the purpose of delivering our services.
Contact details such as email address and any telephone numbers you choose to share with us for communication about bookings, quotations, and customer service.
Service and booking information such as details of the services you request, property access details you choose to provide, dates and times of appointments, information about the condition and type of carpets, rugs, upholstery or other items we are asked to clean, and any special instructions you give us.
Payment-related information such as payment method used and records of payments made. We do not store full card details if you pay by card, as payment processing is carried out via secure third-party payment processors.
Communication records such as emails, messages, notes of telephone conversations, booking confirmations, and any feedback or complaints you send to us.
Technical and usage data such as information about how you use our website or online forms, including log data and device information, may be collected via cookies or similar technologies if you consent to their use. Details about specific cookies and similar tools will be provided separately where applicable.
How we collect personal data
We collect personal data directly from you when you contact us by phone, through our website, via online forms, or in person, for example when you request a quotation, make a booking, or communicate with us about our services.
We may also receive personal data about you from third parties where you have given them permission to share your details with us, such as property managers, estate agents or other intermediaries who arrange cleaning services on your behalf.
Lawful bases for processing
We process your personal data only where we have a lawful basis to do so under the UK GDPR. The main lawful bases we rely on are:
Performance of a contract: We process personal data to provide our carpet and upholstery cleaning services, respond to your enquiries, prepare quotations, manage bookings, take payment, and deliver after-care communications related to the services you have requested.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. This includes managing our business operations, improving our services, maintaining records, and handling customer service queries or complaints.
Legal obligation: We may process and retain certain personal data to meet legal and regulatory requirements, such as tax and accounting obligations.
Consent: In some cases, we may ask for your consent to process your personal data for specific purposes, such as sending certain forms of marketing communications. Where we rely on consent, you have the right to withdraw your consent at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our services, including arranging and confirming appointments, carrying out cleaning work, issuing invoices, processing payments, and providing customer support.
To respond to enquiries, provide quotations, and communicate with you about your requests, bookings, or any changes to our services or terms.
To manage our relationship with you, including handling feedback, complaints, and service quality follow-ups.
To maintain internal records, including booking histories, service notes and financial records required for accounting, tax and audit purposes.
To improve our services, develop our business and understand customer preferences, for example by reviewing feedback or analysing service trends.
To send limited service-related communications that are necessary for the operation of our business, such as reminders or important notices about booked services.
Data sharing and processors
We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy, and always in accordance with data protection laws.
Service providers acting as data processors: We may use third-party companies to help us deliver our services, such as scheduling and booking tools, payment processors, accounting and invoicing systems, and information technology support providers. These companies are contractually required to process personal data only in accordance with our instructions and to protect it appropriately.
Professional advisers: We may share limited personal data with professional advisers such as accountants or legal advisers where this is necessary for legitimate business or legal reasons.
Authorities and regulators: We may disclose personal data where required to do so by law, or when we believe such disclosure is reasonably necessary to comply with legal obligations, protect our rights, or respond to requests from public authorities.
We do not sell your personal data to third parties.
International transfers
Where our use of processors or service providers involves transferring personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These may include using countries that have been recognised as providing an adequate level of protection, or implementing standard contractual clauses or other lawful transfer mechanisms.
Data retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Customer and booking records are typically kept for a period aligned with our tax and accounting obligations. After this period, personal data will either be securely deleted or anonymised so that it can no longer be linked to an identifiable individual.
Where we rely on your consent for certain processing, such as specific marketing activities, we will retain related personal data until you withdraw your consent or until we determine that it is no longer necessary for the purpose for which it was collected.
How we protect your data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and service providers who need to know it for legitimate business purposes, using secure systems for storing and transmitting data, and maintaining internal policies and procedures on data protection and information security.
Your data protection rights
Under the UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions. They include:
Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This is sometimes known as the right to be forgotten.
Right to restriction of processing: You may have the right to ask us to restrict the processing of your personal data in certain situations, for example where you contest its accuracy or object to our processing.
Right to data portability: In certain circumstances, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, and to ask us to transfer it to another organisation where this is technically feasible.
Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, and you have reasons relating to your particular situation. You also have an absolute 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 have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
How to exercise your rights
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details provided on our website or in your service documentation. We may need to verify your identity before responding to certain requests to protect your privacy and security.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are dissatisfied with how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will be published on our website and will take effect from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
