Privacy Policy
Hampstead Carpet Cleaners Privacy Policy
This Privacy Policy explains how Hampstead Carpet Cleaners collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Hampstead Carpet Cleaners customers and prospective customers within our service area. It covers personal data collected when you contact us, request a quote, make a booking, use our cleaning services, or otherwise interact with us, whether in person, by phone or online.
Who we are and our role
Hampstead Carpet Cleaners is the organisation responsible for determining how and why your personal data is processed. For the purposes of data protection law, Hampstead Carpet Cleaners acts as the data controller in relation to the personal data described in this Privacy Policy.
Personal data we collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, address, property access details necessary for the service, and general location in the Hampstead area, as well as your preferred method of contact.
Service and booking information, such as details of the services you request, dates and times of appointments, notes about specific cleaning requirements, feedback you provide and records of communications relating to your bookings.
Payment and transaction information, such as payment method details processed via our chosen payment processor, the amounts you pay, invoices and receipts, and information needed for accounting and tax purposes. We do not store full card details if payments are processed through secure third party systems.
Technical and usage information, where applicable, such as information about how you interact with any online forms or booking tools we may use, including the date and time of your interactions and basic device information.
How we collect your data
We collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide information before, during or after a cleaning service. We may also receive some information from third party platforms or service providers that we use to manage bookings or process payments, but only where this is necessary for providing our services to you.
Lawful bases for processing
We process your personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract: We process personal data when it is necessary to enter into and perform a contract with you, such as arranging and delivering cleaning services, handling payments and communicating with you about your bookings.
Legal obligation: We process certain data where we are required to do so by law, including for accounting, tax and record keeping obligations.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, and where those interests are not overridden by your rights and freedoms. This includes managing and improving our services, responding to general enquiries, and keeping appropriate business records.
Consent: In limited situations, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our carpet cleaning and related services in the Hampstead area, including booking appointments, confirming arrangements and tailoring the service to your needs.
To communicate with you about quotes, bookings, rescheduling, cancellations, feedback, and any issues that arise in relation to our services.
To process payments, issue invoices and maintain accounting and financial records.
To manage our customer relationship with you, including handling complaints, enquiries and follow up communications relating to services provided.
To maintain the security and integrity of our systems, prevent fraud and ensure the effective operation of our business.
To comply with legal and regulatory obligations that apply to us.
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 on our behalf, strictly for the purposes outlined in this Privacy Policy.
These processors may include:
Payment processing providers who securely process card and electronic payments.
Booking or scheduling systems used to manage appointments and customer communications.
IT and cloud service providers that host or support our business systems and store information on our behalf.
Professional advisers, such as accountants, who may require access to limited personal data for regulatory, tax or accounting purposes.
Where we use processors, they are only permitted to process your data in accordance with our instructions, must keep it secure and are not allowed to use it for their own purposes.
We may also share personal data where required by law, for example with law enforcement or regulatory authorities, or in connection with legal proceedings.
International transfers
If any of our service providers or systems involve the transfer of personal data 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 standard contractual clauses or other recognised transfer mechanisms, in accordance with data protection law.
Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
Data relating to bookings and services, including contact and service records, is typically retained for a period that allows us to manage ongoing customer relationships and handle any queries or complaints following the provision of services.
Financial and transactional records are retained for the period required under applicable tax and accounting laws.
Where we rely on consent for specific types of communications, we retain related data until you withdraw your consent or it is no longer necessary for the stated purpose.
When data is no longer needed, it will be securely deleted or anonymised.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those who need it for legitimate business purposes, using secure systems and requiring our processors to implement suitable security standards.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:
Access: Request a copy of the personal data we hold about you and obtain information about how it is processed.
Rectification: Ask us to correct or update personal data that is inaccurate or incomplete.
Erasure: Request the deletion of your personal data where there is no longer a lawful basis for us to continue processing it.
Restriction: Ask us to limit the processing of your personal data in certain circumstances.
Objection: Object to our processing of your personal data where we are relying on legitimate interests, including for certain types of direct marketing.
Portability: Request that certain personal data is provided to you or another controller in a structured, commonly used and machine readable format, where the processing is based on consent or contract and is carried out by automated means.
Withdrawal of consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Exercising your rights and contacting us
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our main customer communications and documentation. We may need to verify your identity before responding to certain requests.
You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we process your personal data. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us in the first instance.
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. Any changes will be effective from the date the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
