Isle of Dogs Carpet Cleaners Privacy Policy
This Privacy Policy explains how Isle of Dogs Carpet Cleaners collects, uses, stores and protects your personal data. It applies to all Isle of Dogs Carpet Cleaners customers in our service area and to anyone who contacts us to enquire about our services, whether by phone, in writing or in person.
Who We Are and Scope of This Policy
Isle of Dogs Carpet Cleaners provides carpet, upholstery and related cleaning services in the local area. For the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018, we are the data controller for the personal data we process in connection with providing our services.
This Privacy Policy covers personal data relating to existing customers, prospective customers, and individuals who communicate with us about carpet cleaning or related services within our service area.
Personal Data We Collect
We only collect personal data that is necessary to provide our services, manage our business and comply with legal obligations. The categories of personal data we may collect include:
Identification and contact details such as your name, address, property access details, and other basic contact information you choose to provide when you contact us or make a booking.
Service and booking information such as details of the services you request, the date and time of your booking, records of work carried out at your property, and any specific instructions or notes you provide about the premises or items to be cleaned.
Payment and transaction information such as the amount charged, payment method used, and transaction records. We do not store full payment card details; where card payments are used, they are processed by third party payment processors.
Communication data such as enquiries, messages, feedback or complaints, and related correspondence with you by phone, in writing or in person.
Technical and usage information to the extent necessary to operate our website or digital services, such as general visit or usage data. We aim to keep this to the minimum required for basic functionality and security.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide our services including scheduling and delivering carpet cleaning and related services at your property, confirming appointments and managing any changes or cancellations.
To manage our relationship with you including responding to your enquiries, handling feedback or complaints, issuing invoices and receipts, and keeping records of work carried out.
To process payments including recording payments received, processing refunds if applicable, and keeping appropriate financial and tax records.
To operate and improve our business including monitoring the quality and efficiency of our services, training staff and improving our processes and customer experience.
To comply with legal and regulatory obligations including accounting, tax and insurance requirements, and responding to lawful requests from authorities if required.
To send limited service communications such as essential information about your booking, changes to our terms or privacy information, or important updates that may affect your use of our services.
Lawful Basis for Processing
We rely on different lawful bases under data protection law, depending on the purpose for which we use your personal data:
Contractual necessity where we need your personal data to take steps at your request before entering into a contract or to perform a contract with you. This includes processing bookings, providing cleaning services, communicating about appointments and handling payments related to your booking.
Legitimate interests where we have a legitimate business interest that is not overridden by your rights and interests. This includes keeping basic records of past work for reference, monitoring service quality, and limited direct marketing of similar services to existing customers where permitted by law. You can object to processing based on our legitimate interests at any time.
Legal obligation where we are required to process your personal data to comply with a legal or regulatory obligation, such as maintaining financial records for tax purposes.
Consent where you have clearly agreed to a particular use of your data and no other lawful basis applies. Where we rely on consent, you can withdraw it at any time, and we will explain how to do so when we obtain your consent.
Sharing Your Personal Data and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the operation of our business and the provision of our services, including:
Payment processors who process card or electronic payments securely on our behalf.
IT and systems providers who support our scheduling, communication, accounting or data storage systems.
Professional advisers such as accountants, insurers or legal advisers where necessary for business operations, compliance or the protection of our legal rights.
Public authorities, regulators or law enforcement agencies where we are legally required to do so or where this is necessary to protect vital interests.
Where third parties process personal data on our behalf, they act as data processors and are only allowed to use the data in accordance with our instructions and applicable data protection law. We take appropriate steps to ensure that processors protect your data and keep it secure.
If any of our service providers are located outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place for international data transfers, such as standard contractual clauses or other lawful mechanisms recognised under data protection law.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements.
In general, we keep basic customer and transaction records for the duration of our relationship with you and for a period afterwards as required by tax and accounting laws. Information related to specific jobs, such as service notes and work records, may be retained for a reasonable period to respond to queries, address any issues and maintain service history.
Where we rely on consent or legitimate interests for marketing communications, we will keep your contact details for that purpose until you object or withdraw your consent, or until it is otherwise no longer necessary to retain them for that purpose.
When data is no longer needed, we will securely delete or anonymise it.
How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure. These measures include restricting access to personal data to those who need it for their role, using secure systems for storage where possible, and putting in place policies and procedures to guide staff in handling personal data correctly.
While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities in accordance with our legal obligations.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:
The right of access to obtain confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.
The right to rectification to request correction of inaccurate or incomplete personal data.
The right to erasure to request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected and we have no other legal basis to retain it.
The right to restriction of processing to request that we limit the way we use your data in certain situations, such as while we are considering a request for rectification or objection.
The right to data portability to receive certain personal data in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible and where processing is based on consent or contract and carried out by automated means.
The right to object to our processing of your personal data where we rely on legitimate interests, including any direct marketing based on legitimate interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
Where we process data based on your consent, 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 consent.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in legal requirements. Any updates will take effect when the revised policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
Contact and Complaints
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your rights, you can contact us using the details provided on our website or in our service materials.
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, appreciate the chance to address your concerns first, so we invite you to contact us in the first instance.
