Kensington Carpet Cleaners Privacy Policy
This Privacy Policy explains how Kensington Carpet Cleaners collects, uses, stores and protects personal data relating to customers in our service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all customers of Kensington Carpet Cleaners in our service area, regardless of how they contact us or use our services.
Who We Are and Scope of This Policy
Kensington Carpet Cleaners provides carpet and related cleaning services to residential and commercial customers. For the purposes of applicable data protection laws, Kensington Carpet Cleaners is the data controller for the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed.
This Privacy Policy applies to all Kensington Carpet Cleaners customers and prospective customers in our service area, including people who make enquiries, request quotations, book services, or otherwise interact with us in connection with our services.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details such as name, title, billing address, service address, and any other contact information you provide to us.
Communication information such as the content of your enquiries, messages and correspondence with us, including notes of telephone calls or in-person discussions relating to our services.
Service and booking details such as dates and times of appointments, details of the property or premises where services are to be provided, access instructions you choose to share, and records of services provided.
Billing and payment information such as records of payments made, payment method, and associated billing details. Card details are handled only by our chosen payment processor and not stored by us where we use a third-party provider.
Technical and usage data where relevant to our website, such as basic analytics, pages visited and the way you interact with our website. This may include information derived from cookies or similar technologies, where permitted by law.
Feedback and review information such as comments, ratings, testimonials or complaints that you provide about our services.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, through our website forms, in person, or by any other communication method you choose to use.
We may also receive personal data about you from third parties when they are authorised to act on your behalf, for example a landlord, letting agent, property manager, or employer arranging services for a property that you occupy, and from payment processors in relation to completed transactions.
Purposes and Lawful Bases for Processing
We only process your personal data where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide quotations and deliver our services. We use your identification, contact and service details to respond to enquiries, provide quotations, schedule appointments and carry out cleaning services. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage billing and payments. We use your billing information and payment records to issue invoices, process payments and handle related queries. The lawful basis is performance of a contract and our legitimate interests in managing our business operations.
To communicate with you. We use your contact details and communication information to respond to your questions, send booking confirmations, notify you of changes or important information about your appointments, and handle any complaints. The lawful basis is performance of a contract and our legitimate interests in providing good customer service.
To improve and manage our services. We may use feedback, review information and service records to monitor performance, train staff and improve our services. The lawful basis is our legitimate interests in developing and improving our business.
To comply with legal and regulatory obligations. We may process and retain certain personal data where we are required to do so by law, for example for accounting, tax and recordkeeping purposes. The lawful basis is compliance with a legal obligation.
Marketing communications. Where permitted by law, we may use your contact details to send you information about similar services that we offer. In some cases the lawful basis will be our legitimate interests in promoting our business, and in other cases we will rely on your consent. You can opt out of marketing at any time.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In general, we retain basic customer and service records for a period that allows us to respond to queries about past work, meet our contractual obligations, and comply with applicable laws. Financial and transaction records are typically retained for the period required by tax and accounting regulations.
When personal data is no longer needed for the purposes described in this Privacy Policy, we will securely delete or anonymise it so that it can no longer be associated with you.
Sharing Your Personal Data and Processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the operation of our business, including:
Service providers acting as data processors who provide services such as payment processing, accounting, customer management systems, or information technology support. These providers are only allowed to process your personal data on our instructions and must keep it secure.
Professional advisers including accountants, insurers and legal advisers where such disclosure is necessary for the services they provide to us.
Authorities, regulators or law enforcement bodies where we are legally required to do so or where such disclosure is necessary to protect our rights or the rights of others.
Where we use data processors, we enter into appropriate data processing agreements to ensure they process your personal data in compliance with data protection law and with adequate security measures.
International Transfers
If we ever transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring to countries that have been recognised as providing an adequate level of data protection. We will only do this where it is necessary for the operation of our services or the use of our processors.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and processors who need it for legitimate business purposes and requiring them to handle it in a confidential manner.
While we take steps to protect your personal data, no method of transmission or storage is completely secure. You should take care when providing personal data, particularly in public or shared environments.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
The right of access. You have the right to request confirmation that we process your personal data and to receive a copy of the personal data we hold about you.
The right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.
The right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
The right to restrict processing. You may ask us to restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data you believe is incorrect.
The 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 to another controller.
The right to object. You have the right to object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing purposes.
Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before it was withdrawn.
Exercising Your Rights and Complaints
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 contact methods provided on our usual customer communications or website. 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 supervisory authority if you are unhappy with how we handle your personal data. We would, however, welcome the opportunity to address your concerns directly 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, services or legal obligations. Any updated version will apply to all Kensington Carpet Cleaners customers in our service area from the date it is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we use and protect your personal data.