Acton Carpet Cleaning Privacy Policy

This Privacy Policy explains how Acton Carpet Cleaning collects, uses, stores and protects personal data relating to our customers and potential customers. It applies to all Acton Carpet Cleaning customers and prospects in our service area, including anyone who contacts us to request a quote, make a booking, or otherwise engage with our services. We are committed to processing personal data in accordance with the UK General Data Protection Regulation and all applicable data protection laws.

Who We Are

Acton Carpet Cleaning is a carpet and upholstery cleaning service provider operating in the Acton area and surrounding locations. For the purposes of data protection law, we act as the data controller in relation to the personal data described in this Privacy Policy, because we determine the purposes and means of processing that data.

Personal Data We Collect

We only collect personal data that is necessary to provide and improve our cleaning services, manage our relationship with you, and comply with our legal obligations. The types of personal data we may collect include:

Identification and contact details such as your name, address, and contact information so that we can arrange and perform our services at your property and keep in touch with you regarding your bookings.

Booking and service information such as details of the services you request, the date and time of your appointments, notes on access and specific requirements, and records of communications relating to your bookings.

Payment related information such as payment status and transaction details, processed securely through our chosen payment methods or providers. We do not store full payment card details if card payments are taken through a third party.

Communication records such as emails, messages and notes from phone calls, including any feedback or complaints, so we can respond to your queries and improve our services.

Technical and usage data such as basic information provided by your browser or device when you visit our online services, such as IP address, device type, and pages visited, where this is necessary for security, analytics or service improvement.

How We Collect Personal Data

We collect personal data in several ways:

Directly from you when you contact us by phone, online contact forms, or other communication methods to request information, quotes or bookings, or when you provide information at the time of service.

Automatically when you access any of our online services, where your browser or device may provide technical information necessary for the secure and effective operation of those services.

From third parties where you have permitted them to share your details with us for the purpose of providing cleaning services, such as referral partners, property managers, or letting agents.

Lawful Basis for Processing

We will only process your personal data where we have a lawful basis under data protection law. Depending on the context, this may include:

Performance of a contract where we process your data to provide our cleaning services, manage bookings, take payment and communicate with you about your appointments and service outcomes.

Compliance with a legal obligation where we are required to keep certain records or share information with public authorities when the law requires us to do so.

Legitimate interests where we process your data for our reasonable business interests, such as managing our business operations, improving our services, preventing fraud, or handling customer queries and complaints, and where these interests are not overridden by your rights and interests.

Consent where you have clearly agreed that we may use your personal data for a specific purpose, such as sending you certain types of marketing communications. You may withdraw your consent at any time.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services including responding to enquiries, issuing quotes, arranging and carrying out cleaning appointments, and recording the work carried out at your property.

To communicate with you about bookings, reminders, changes to appointments, follow up information after services are completed, and responses to your questions.

To manage payments including confirming that payments have been received and handling any billing queries or disputes through our payment processes.

To operate, improve and secure our business such as monitoring the quality of our services, training staff, maintaining accurate records, and protecting against fraud or misuse of our services.

To comply with legal and regulatory obligations such as maintaining records for tax and accounting purposes and responding to lawful requests from authorities.

To send you marketing communications such as information about our services, offers, or updates, where we are permitted to do so by law or where you have given your consent. You can opt out of marketing communications at any time.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the context in which it was collected.

Generally, we retain customer records, including basic contact details and service history, for a period that allows us to provide ongoing services, respond to queries, and maintain accurate tax and accounting records in line with statutory retention periods.

Where personal data is no longer needed for its original purpose and no legal requirement exists to retain it, we will delete or anonymise it securely. In some cases we may retain anonymised or aggregated information that no longer identifies you, for statistical or analytical purposes.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your data according to our instructions and for the purposes described in this Privacy Policy, and they are required to implement appropriate security measures.

Categories of processors and third parties may include:

IT and hosting providers who host and maintain our systems and data storage services so that we can operate our business and keep records safely.

Payment processing services that handle card or electronic payments on our behalf in a secure and compliant manner.

Professional advisers such as accountants or legal advisers who may need access to limited personal data to provide services to us where necessary.

Service management and communication tools that help us manage bookings, send confirmations or reminders, and record your service preferences.

We may also share personal data with public authorities or other third parties where required by law, or where necessary to establish, exercise, or defend legal claims. We do not sell your personal data to third parties.

International Transfers

If any of our service providers or systems transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection laws. These safeguards may include standard contractual clauses or other legally recognised mechanisms to ensure that your rights and protections travel with your data.

Data Security

We take the security of your personal data seriously and use reasonable and appropriate technical and organisational measures to protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include controlled access to records, secure storage, and limiting access to personal data to those who have a business need to know. While we strive to protect your personal data, no system can be guaranteed as completely secure, and you share information with us at your own risk.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to conditions and legal exceptions, but generally include:

The right of access to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how it is used.

The right to rectification to have inaccurate or incomplete personal data corrected or updated.

The right to erasure, also known as the right to be forgotten, to request that we delete your personal data where there is no good reason for us to continue processing it.

The right to restrict processing to request that we limit the way we use your data in certain circumstances.

The right to data portability to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to request that we transmit that data to another controller where technically feasible.

The right to object to our processing of your personal data where we rely on legitimate interests or where we use your data for direct marketing purposes.

The right to withdraw consent where we rely on your consent as the lawful basis for processing, without affecting the lawfulness of processing carried out before the withdrawal.

You can exercise these rights by contacting us using the contact methods you normally use for our services. We may need to verify your identity before responding to certain requests.

Marketing Preferences

We may send you marketing communications about our services if you have requested information from us, purchased services from us, or given your consent, and you have not opted out of receiving such messages. You can ask us to stop sending you marketing messages at any time by following any unsubscribe instructions in our communications or by contacting us directly. Even if you opt out of marketing messages, we may still contact you for service or administrative purposes, such as booking confirmations or important updates about your existing services.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. 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.

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 data protection rights, you can contact us using the usual communication channels you use for our services. If you are not satisfied with our response, you also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.