Kennington Carpet Cleaners Privacy Policy
This Privacy Policy explains how Kennington Carpet Cleaners collects, uses, stores and protects personal data relating to our 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.
Scope of this Privacy Policy
This Privacy Policy applies to all Kennington Carpet Cleaners customers, and anyone who enquires about or uses our carpet, upholstery or related cleaning services within our operating area. By contacting us, requesting a quote, or booking our services, you acknowledge that you have read and understood this Privacy Policy.
Data Controller
For the purposes of data protection laws, Kennington Carpet Cleaners is the data controller for the personal data we collect in connection with the provision of our services. This means we decide how and why your personal data is processed.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your billing and service address, and other contact details you choose to provide to enable us to communicate with you about our services and your bookings.
Service details such as information about the property or items to be cleaned, access instructions, preferences and any other information you choose to provide relevant to the service.
Booking and transaction data such as dates and times of bookings, records of services provided, payment status and methods, and related financial information that is necessary to process your payments. We do not store full payment card details if payments are processed via secure third-party providers.
Communication records such as enquiries, quotes, complaints, feedback and any correspondence you have with us, including by telephone, messaging or in writing.
Technical and usage data where applicable, such as information about how you interact with any website or online platform we operate, including device and browser information, and basic analytics data where used.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, in person or via any online enquiry form, request a quotation, make a booking or communicate with us in any way regarding our services.
We may also collect data from third parties where lawful and appropriate, for example where a third party makes a booking on your behalf or refers you to us, or where we receive information from payment service providers relating to your transactions.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under the UK General Data Protection Regulation. The lawful bases we rely on are:
Contract: We process your data where it is necessary to enter into or perform a contract with you, such as to provide cleaning services, arrange appointments, manage your bookings and process payments.
Legal obligation: We may process your data where necessary to comply with legal and regulatory obligations, such as tax, accounting and business record-keeping requirements.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, and where your interests and fundamental rights do not override those interests. This may include managing our relationship with you, improving our services, handling enquiries and complaints, and protecting our business against fraud or misuse.
Consent: In limited circumstances we may rely on your consent, for example where we send certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries, provide quotations and supply information about our services.
To prepare for and deliver cleaning and related services at your property or premises.
To manage bookings, reschedule appointments, and communicate with you about your service.
To process payments, issue invoices and receipts, and manage any refunds or disputes.
To maintain accurate business and financial records and comply with our legal obligations.
To manage our relationship with you, including handling feedback, complaints and queries.
To improve our services, internal processes and customer experience.
To send you information about services that may be of interest to you, where allowed by law and, where required, with your consent. You can opt out of marketing at any time.
Data Sharing and Processors
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy.
Service providers and processors: We may share your data with third-party companies who provide services to us, such as payment processing, accounting support, IT and hosting services, booking or scheduling tools, and communication platforms. These providers act as data processors on our behalf and are only permitted to process your data in accordance with our instructions and for specified purposes.
Professional advisers: We may share data with our accountants, legal advisers or other professional advisers where necessary for business operations or to obtain advice.
Authorities and regulators: We may disclose data where required to do so by law, regulation or court order, or to protect our rights, property or safety, or the rights, property or safety of others.
We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.
International Transfers
If we use service providers located outside the United Kingdom or the European Economic Area, and this involves transferring your personal data internationally, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, for example through the use of approved standard contractual clauses or equivalent protective measures.
Data Retention
We keep your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to provide our services, manage our relationship with you and meet any legal, accounting or reporting requirements.
In general, we will retain basic customer and transaction records for a period required by law for tax and accounting purposes. Enquiries and correspondence may be kept for a reasonable period to respond to questions, manage our services and for our legitimate business interests.
When personal data is no longer required for these purposes, we will securely delete or anonymise it.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include controlled access to records, use of secure systems and regular review of our security practices. While we take reasonable steps to protect your data, no method of transmission or storage can be guaranteed as completely secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations. Your rights include:
Right of access: You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and no other lawful basis applies.
Right to restriction: You may have the right to ask us to restrict the processing of your personal data in certain situations, for example while we consider a request to rectify your data.
Right to data portability: Where we process your data based on your consent or a contract and by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where 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, including profiling based on those interests, and we will stop processing unless we can demonstrate compelling legitimate grounds. You always have the right to object to processing for direct marketing purposes.
Rights in relation to automated decision-making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal or similarly significant effects on you, unless certain conditions apply.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights, please contact us with sufficient information to identify you and describe your request clearly. We may need to request additional information from you to confirm your identity and ensure your rights are respected. We aim to respond to all valid requests within the time limits set by law.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe 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 practices, legal requirements or for other operational reasons. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.