Hackney Carpet Cleaning Privacy Policy

This Privacy Policy explains how Hackney Carpet Cleaning collects, uses, stores, and protects personal data about customers in our service area. It also explains the legal basis we rely on under the UK General Data Protection Regulation and the Data Protection Act, how long we keep information, when we share it with service providers, and the rights you have in relation to your personal data.

By using Hackney Carpet Cleaning services as a customer in our area, you acknowledge that you have read and understood this Privacy Policy. We encourage you to read it carefully so that you are fully informed about how and why we use your data.

Scope of this Privacy Policy

This Privacy Policy applies to all Hackney Carpet Cleaning customers in our service area, including individuals who make enquiries, request quotes, book services, or otherwise interact with us for domestic or commercial carpet cleaning and related services. It applies to personal data collected through telephone calls, messages, online forms, and in-person interactions.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:

Identification and contact details such as your name, address, service address if different, and contact details required to communicate with you.

Booking and service details such as dates and times of appointments, details of the property areas to be cleaned, access instructions you choose to provide, and information about any special requirements or preferences.

Payment and billing information such as information required to process payments, billing history, and records of invoices and receipts. We do not store full card details when payments are processed through secure payment providers.

Communication records such as records of calls, messages, and other communications between you and Hackney Carpet Cleaning, including enquiries, complaints, and feedback.

Technical and usage data where relevant, such as basic technical information generated when you visit any website or digital service we operate, including log information and interaction data, to the extent that it identifies or could identify you.

Marketing preferences such as your preferences regarding how we contact you about promotions, reminders, or service updates, where you have chosen to provide this information.

How We Collect Your Data

We usually collect personal data directly from you when you contact us to request information, a quote, or a booking; when you confirm or amend a booking; when you pay for services; or when you provide feedback or make a complaint.

We may also receive personal data indirectly where a third party books a service on your behalf and gives us your contact or property details, for example a landlord, letting agent, or relative. In such cases we will treat this information in accordance with this Privacy Policy.

Lawful Basis for Processing

Hackney Carpet Cleaning processes your personal data only where we have a lawful basis under the UK GDPR. Depending on the specific activity, we rely on the following lawful grounds:

Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging appointments, providing cleaning services, handling payments, and communicating with you about your booking and any follow-up work.

Legal obligation. We process certain information to comply with legal and regulatory requirements, including record keeping, taxation, and responding to lawful requests from authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, maintaining business records, preventing fraud, ensuring security, and handling customer enquiries and complaints.

Consent. In some cases we rely on your consent, for example where we send you certain forms of direct marketing that are not based on our legitimate interests. You can withdraw your consent at any time by contacting us using the contact details provided in your booking confirmation or other communications from us.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including processing enquiries, providing quotes, confirming bookings, attending your property for cleaning, and issuing invoices or receipts.

To manage customer relationships, including responding to enquiries, handling complaints, seeking feedback, and keeping our records accurate and up to date.

To process payments and manage accounts, including payment confirmation, refunds where applicable, and maintaining transaction records for accounting and tax purposes.

To improve our services, including monitoring service quality, training staff, and analysing patterns of service usage to enhance our offerings and efficiency.

To send service communications, such as appointment reminders, changes to bookings, important notices about your service, and updates to this Privacy Policy or our terms.

To send marketing communications, where permitted, to inform you of offers, new services, or seasonal promotions, subject to your preferences and applicable laws.

To ensure security and prevent misuse of our services, including detecting and preventing fraud, abuse, or other harmful activities.

Data Sharing and Processors

Hackney Carpet Cleaning may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:

Payment processors that facilitate secure processing of card and electronic payments.

IT and system providers that host or support our booking, scheduling, and communication systems.

Professional advisers such as accountants or legal advisers where this is necessary for our business operations and compliance with legal obligations.

These processors are required to handle your personal data only in accordance with our instructions, to keep it secure, and to comply with applicable data protection laws. We do not sell your personal data to third parties.

We may also share personal data where required by law, for example with law enforcement or regulatory authorities, or where necessary to protect our rights, property, or safety, or that of our customers or others.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet any legal, accounting, or reporting requirements. The exact retention period will depend on the type of data and the context in which it was collected.

In general, we retain customer and booking records, including basic contact details and details of services provided, for a period that allows us to respond to queries, manage any disputes, meet tax and accounting obligations, and demonstrate compliance with applicable laws. When personal data is no longer required, we will securely delete or anonymise it.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using standard contractual clauses or other appropriate safeguards recognised under data protection laws.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to those who need it for legitimate business purposes, using secure systems where appropriate, and reviewing our security procedures periodically.

Your Data Protection Rights

As a customer of Hackney Carpet Cleaning in our service area, you have a number of rights in relation to your personal data under data protection law. These include:

The right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it.

The right to rectification. You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.

The right to erasure. In certain circumstances, you 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 there is no other legal basis for processing.

The right to restrict processing. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

The right to object. You have the right to object to processing based on our legitimate interests, and to object at any time to the processing of your personal data for direct marketing purposes.

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

Where our processing of your personal data is based on consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact Hackney Carpet Cleaning using the contact details previously provided to you in our communications and booking confirmations. We may need to verify your identity before responding to your request, in order to protect your privacy and security.

You also have the right to raise a concern or complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate 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 services, our data protection practices, or applicable law. Any updates will apply from the date they are published. We recommend that you review this Privacy Policy periodically so that you remain informed about how we use your personal data.

This Privacy Policy applies to all Hackney Carpet Cleaning customers in our service area and is intended to provide clear and transparent information about our handling of personal data in accordance with UK GDPR requirements.