Privacy Policy

Colliers Wood Carpet Cleaning Privacy Policy

This Privacy Policy explains how Colliers Wood Carpet Cleaning collects, uses, stores, and protects personal data relating to our customers in the Colliers Wood area and surrounding locations. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our carpet cleaning and associated services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individual customers and prospective customers of Colliers Wood Carpet Cleaning within the Colliers Wood area and any nearby areas where we provide our services. It covers personal data collected when you contact us, make a booking, receive our services, visit our website, or otherwise interact with us in relation to our carpet cleaning and associated services.

Who We Are and Data Controller Responsibility

Colliers Wood Carpet Cleaning is the organisation responsible for deciding how and why your personal data is processed. For the purposes of applicable data protection laws, Colliers Wood Carpet Cleaning acts as the data controller in relation to customer data and is responsible for ensuring that any processing of personal data is carried out in compliance with the law.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, address, service address, and general location information in the Colliers Wood area.

Contact and communication details, such as your preferred method of contact and any information you provide when you contact us with enquiries, feedback, or complaints.

Booking and service details, including requested dates and times for appointments, information about the property or items to be cleaned, access instructions, and any special requirements you tell us about.

Payment and transaction information, such as records of payments for services, amounts charged, and related internal references. We do not store full payment card details where payments are processed by a secure payment provider.

Technical and usage information, which may include basic diagnostic or usage data generated when you interact with our website or digital services, such as pages visited and time spent on the site, where such data is collected by necessary cookies or similar technologies.

Voluntary information, such as feedback you provide in surveys, reviews, or testimonials, and any other information you choose to share when communicating with us.

How We Collect Your Personal Data

We may collect personal data in the following ways:

Directly from you when you contact us to request a quote, make a booking, request a visit, or ask a question.

During the performance of our services, when our staff attend your premises and you provide additional information about your requirements.

Through our website or online forms when you submit an enquiry, booking request, or feedback.

From third party service providers who support our operations, for example payment processors or booking platforms, where this is necessary to manage your booking and payment.

From publicly available sources to verify contact or address information where necessary for service delivery or to ensure the accuracy of our records.

Lawful Basis for Processing Your Data

We rely on the following lawful bases under the UK GDPR when processing your personal data:

Contract. We process your personal data when it is necessary to take steps at your request before entering into a contract and to perform our contract with you, for example to provide carpet cleaning services, manage bookings, issue invoices, and communicate about your appointments.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This may include managing our relationship with you, improving our services, ensuring the security of our systems and staff, and maintaining records of work completed in your area.

Legal obligations. We process your data where necessary to comply with legal and regulatory obligations, such as maintaining certain financial records for tax or accounting purposes.

Consent. In limited cases, we may rely on your consent, for example where you choose to receive optional marketing communications from us. Where processing is based on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide carpet cleaning and related services you request, including managing enquiries, preparing quotes, confirming appointments, and delivering services at your property.

To communicate with you about bookings, changes to appointments, service updates, or any issues that may affect the delivery of our services.

To process payments, manage invoices, and maintain accurate financial and customer records.

To respond to questions, feedback, or complaints you send us and to resolve any disputes.

To improve our services, operations, and customer experience, including through internal analysis of how our services are used in the Colliers Wood area.

To comply with our legal and regulatory obligations, such as record keeping, audit requirements, and responding to lawful requests from authorities.

To send you marketing or promotional information about our services only where permitted by law and, where required, only with your consent. You may opt out of such communications at any time.

Data Retention and Storage

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

Booking and service records are typically retained while you remain an active customer and for a period afterwards in line with our legitimate interests in maintaining records of our work and handling any queries or claims. Financial and invoicing records are retained for the period required by applicable tax and accounting laws.

Where personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to you.

Data Processors and Third Party Recipients

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only act on our instructions and are required to protect your data and use it solely for the purposes we specify.

Examples of such processors and third party recipients include:

Payment processing providers who handle card payments or other transactions securely on our behalf.

IT service providers and system hosts who support the operation of our booking systems, customer databases, and website.

Professional advisers such as accountants, where sharing limited information is necessary for lawful business and compliance purposes.

Where required by law, we may also disclose personal data to regulatory bodies, law enforcement agencies, or courts.

We do not sell your personal data to third parties.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include the use of standard contractual clauses or other mechanisms approved under data protection law, ensuring your data remains protected to a standard essentially equivalent to that in the UK.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect the personal data we hold against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, secure storage, staff training, and regular review of our security procedures. While we take reasonable steps to protect your information, no data transmission or storage system can be guaranteed to be completely secure.

Your Data Protection Rights

Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

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

Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no other lawful basis to continue processing it.

Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

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. You also have the absolute right to object to direct marketing at any time.

Right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used, and machine readable format, or ask us to transmit it to another controller where this is technically feasible.

Right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

If you wish to exercise any of these rights, please contact us using the contact details provided on our website or in your booking documents. We may need to verify your identity before responding to your request.

Complaints and Contact

If you have concerns about how we handle your personal data, we encourage you to contact us so we can address your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that 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 how we operate our services in the Colliers Wood area. Any updates will be made available through our usual communication channels. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.