Privacy Policy - Leytonstone Carpet Cleaners

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how Leytonstone Carpet Cleaners collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Leytonstone Carpet Cleaners customers in the area, including individuals who enquire about our services, request a quote, make a booking, receive a service, or otherwise interact with us.

1. Personal Data We Collect

We only collect personal data that is necessary for operating our services, managing customer relationships, and meeting legal obligations. The information we may collect includes:

Identity details such as your name
Contact details such as your telephone number and email address
Address details needed to attend a property or provide a service
Service information such as booking preferences, cleaning requirements, and notes about the work requested
Payment-related information where needed to process transactions and keep proper financial records
Communication records including messages, complaints, feedback, and service updates
Technical information if you use our online channels, such as basic device or browser data

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or where another lawful condition applies. If such information is shared with us incidentally, we will treat it with extra care and only use it where permitted by law.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To arrange appointments and deliver carpet cleaning services
To communicate about bookings, access arrangements, and service updates
To process payments and manage accounts
To keep records of services provided
To handle complaints, requests, and customer support matters
To maintain business administration, safety, and quality control
To comply with legal, tax, and regulatory obligations

We may also use personal data to improve our services and internal processes. Where we rely on this basis, we will ensure that our interests do not override your rights and freedoms. We only use personal data for clear and legitimate reasons.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each use of personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out cleaning services, handling payments, and communicating about the work requested.

Legal Obligation

We may process data where required to comply with a legal obligation, such as maintaining business records, accounting records, or responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided your rights do not override those interests. This may include managing our services efficiently, keeping internal records, preventing misuse, and improving service quality.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific communications or optional activities. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only permitted to use personal data according to our instructions and for the purposes described in this policy. We take appropriate steps to ensure they handle your data securely and in compliance with data protection law.

Examples of processors or service providers may include:

Booking and administration systems
Payment processing providers
Accounting and bookkeeping services
IT support and secure data storage providers
Communication tools used for customer updates

We may also disclose personal data where necessary to:

Comply with the law or lawful requests from public authorities
Protect our rights, customers, staff, or property
Prevent fraud or resolve disputes

We do not sell your personal data. Any third party receiving data from us is expected to maintain appropriate security and confidentiality standards.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of information and the reason we hold it.

Customer and booking records are retained for as long as needed to provide services and manage our relationship with you
Financial and tax records are kept for the period required by law
Communication records may be retained for a reasonable period to handle queries, complaints, or service follow-up
Technical and security logs may be retained for a shorter period unless needed for investigation or legal purposes

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of safely. We apply a data minimisation approach so that we retain only what is necessary.

6. Your Rights

If you are a customer or another data subject whose personal data we process, you have rights under data protection law. These rights may apply depending on the circumstances and legal exemptions.

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restrict processing – to ask us to limit how we use your data in certain cases
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to request transfer of certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent

We will respond to rights requests within the time limits required by law and may ask for information to verify your identity. If you believe your data protection rights have been breached, you may also raise a concern with the relevant supervisory authority.

7. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

While no system can be guaranteed completely secure, we work to reduce risk and protect your information using reasonable and suitable safeguards.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include the use of legally recognised transfer mechanisms and review of the receiving country’s protections. We only transfer data when necessary and where permitted by law.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Summary of Our Commitment

Leytonstone Carpet Cleaners is committed to using personal data responsibly, securely, and only for legitimate purposes. We collect only what we need, use it on a lawful basis, share it carefully with trusted processors, and keep it only as long as necessary. We respect your rights and aim to be transparent in all our data handling practices.

Last updated: This policy is effective from the date it is published and applies to all customers in the Leytonstone area.