Teddington Carpet Cleaners Privacy Policy
This Privacy Policy explains how Teddington Carpet Cleaners collects, uses, stores and protects personal data when providing carpet, upholstery and related cleaning services. It applies to all Teddington Carpet Cleaners customers in our service area, including residential and commercial clients, as well as individuals who contact us for quotations or enquiries.
Teddington Carpet Cleaners is the controller of the personal data described in this Privacy Policy and is responsible for ensuring that your information is processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope and who this policy applies to
This Privacy Policy applies to all customers and prospective customers who live, work or request services within the area covered by Teddington Carpet Cleaners. It also applies to individuals who interact with us in connection with our services, such as property owners, tenants, landlords, letting agents and business representatives.
By engaging with our services, requesting a quote or otherwise providing personal data to us, you acknowledge that you have read this Privacy Policy and understand how we handle your information.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact details. Name, postal address, service address, billing address, and preferred methods of contact.
Service related information. Details about your property or premises that are relevant to the cleaning services, such as access instructions, parking information, room descriptions, type of flooring or furnishings, and any special requirements or notes about the work to be carried out.
Booking and transaction data. Information about service bookings, quotations, invoices, payments, dates and times of appointments, and records of completed work.
Communication data. Information contained in communications you send to us, such as enquiries, feedback or complaints, as well as notes we make in the course of responding to your requests.
Technical and usage information. Limited technical information related to how you contact us online, such as basic device or browser details and pages you visit on our website, where this is necessary to operate and secure our online services. We do not seek to identify you from this data unless it is required for fraud prevention or security purposes.
How we collect your data
We collect personal data from you directly when you contact us by phone, through online forms, by post or in person, when you request a quotation, make a booking, or otherwise communicate with us.
We may also receive personal data about you indirectly from third parties, such as landlords, tenants, letting or estate agents, or business contacts who provide us with your details in order to arrange cleaning services on your behalf. In these cases, we treat your data in accordance with this Privacy Policy and, where appropriate, will inform you that we have received your information.
Lawful basis for processing your data
We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, this may include:
Contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide cleaning services, manage bookings, issue invoices and receive payments, and communicate with you about your service.
Legal obligation. We process some information to comply with our legal and regulatory obligations, such as accounting, tax reporting and record keeping requirements.
Legitimate interests. We process personal data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, responding to enquiries, protecting our business, and maintaining the security of our systems and premises.
Consent. In some limited situations, we may rely on your consent to process personal data, for example for certain types of optional marketing communication. Where we rely on consent, you are free to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide and manage our cleaning services, including accepting bookings, carrying out site assessments, delivering the agreed work, and managing follow up visits or aftercare.
To prepare and issue quotations, invoices and receipts, process payments, and maintain accurate financial and service records.
To communicate with you about your bookings, appointments, changes to services, queries and complaints, and to respond to questions or requests for information.
To manage our business operations, including scheduling works, allocating staff and resources, monitoring service quality and improving the way we operate.
To comply with legal obligations, including record keeping, tax and accounting requirements, and responding to lawful requests from public authorities where required.
To protect our rights, property and safety, and that of our customers and staff, including the prevention and detection of fraud and other unlawful activities.
Data sharing and processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described above and in accordance with data protection law.
Service providers acting as data processors may process your personal data on our behalf and under our instructions. These may include companies providing accounting or bookkeeping services, secure data storage and backup, payment processing services, scheduling and customer management tools, and providers of information technology support.
We require all processors to implement appropriate security measures to protect your personal data and to process it only in accordance with our written instructions. They are not permitted to use your data for their own purposes.
We may also share personal data with professional advisers such as accountants or legal advisers, and with public authorities, regulators or law enforcement agencies when required by law or to protect our legal rights.
International data transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, or store data in such locations, we take steps to ensure that your personal data is afforded a level of protection essentially equivalent to that in the United Kingdom. This may include relying on adequacy regulations or standard contractual clauses approved for international data transfers.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting or reporting requirements.
In general, customer records and transaction information are kept for a period that allows us to manage our relationship with you, handle any queries or disputes, and comply with applicable tax and accounting rules. After this period, data is securely deleted or anonymised so it can no longer be associated with you.
Retention periods may vary depending on the type of data, the nature of the services provided and legal obligations. We review our retention practices regularly and update them as needed to remain compliant with data protection law.
Security of 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 employees and service providers who need it to perform their duties, maintaining secure systems and backups, and regularly reviewing our security practices. While no system can be completely secure, we are committed to protecting the confidentiality and integrity of your information.
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, these include the right to:
Access. Request confirmation that we process your personal data and obtain a copy of the information we hold about you.
Rectification. Ask us to correct inaccurate or incomplete personal data.
Erasure. Request that we delete your personal data where there is no longer a lawful basis for us to keep it, or where you have withdrawn consent and there is no other legal ground for processing.
Restriction. Ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection.
Objection. Object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop the processing unless we can demonstrate compelling legitimate grounds.
Data portability. Request that we provide certain personal data to you or to another controller in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.
Withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing before the withdrawal.
To exercise any of these rights, or to raise questions about how we handle your data, you can contact us using the details provided on our website or through the usual contact methods you use to reach us. We may need to verify your identity before responding to your request and will respond within the time limits set by law.
Complaints and supervisory authority
If you are concerned about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe that your data protection rights have been infringed.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data or legal requirements. When we make significant changes, we will take appropriate steps to bring them to your attention, such as updating the version on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
