Privacy Policy - Brompton Carpet Cleaners

This Privacy Policy explains how Brompton Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Brompton Carpet Cleaners customers in area, including anyone who requests a quotation, books a service, communicates with us, or otherwise uses our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Brompton Carpet Cleaners provides professional cleaning services for domestic and commercial customers. In the course of delivering our services, we may need to collect and use personal data about customers, property occupants, authorised representatives, and individuals who make enquiries on behalf of others. This policy describes our practices and your rights in relation to that data.

2. Data We Collect

We collect only the information necessary to provide and manage our services. The types of personal data we may collect include:

• Identity information: name, title, and any relevant company or household details.
• Contact information: address, telephone number, and email address.
• Service information: details about the premises, the type of cleaning required, booking dates, service preferences, and access instructions.
• Billing and payment information: invoice details, payment status, and transaction records. We do not retain full card details where payments are processed through secure third-party providers.
• Communication records: messages, call notes, complaints, feedback, and correspondence related to your service.
• Technical and usage data: limited information such as device identifiers or IP address if you interact with our digital systems, where applicable.
• Security and incident data: information relating to property access, site issues, damage reports, or health and safety matters.

We do not intentionally collect special category data unless it is required for a specific reason and you have provided it to us, or where it is otherwise permitted by law. Please avoid sharing unnecessary sensitive data with us.

3. How We Use Your Data

We use personal data to operate our business and deliver services effectively. This may include:

• responding to enquiries and providing quotations;
• managing bookings and service delivery;
• coordinating access to premises and staff attendance;
• issuing invoices, processing payments, and maintaining financial records;
• handling complaints, claims, and customer support requests;
• maintaining quality, safety, and record-keeping standards;
• fulfilling legal, tax, and accounting obligations;
• preventing fraud, misuse, or unlawful activity;
• improving our operations, services, and customer experience.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose or are otherwise permitted by law.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data. Brompton Carpet Cleaners relies on the following lawful bases, depending on the situation:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations you request, scheduling services, carrying out cleaning work, and managing related billing or service administration.

Legal Obligation

We process certain data where we are required to do so by law. This includes record-keeping for tax, accounting, business compliance, insurance, and safety obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Legitimate interests may include operating our business efficiently, maintaining service quality, improving customer support, preventing fraud, and protecting our staff, property, and customers.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for a particular optional communication or a specific use of data. Where we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business. These organisations act as processors or, in some cases, independent controllers. We require appropriate data protection safeguards from any service provider handling personal data on our behalf.

Examples of processors may include:

• Payment processors that securely handle card or electronic payments;
• Accounting and bookkeeping providers that support financial administration;
• IT and cloud service providers that store data or support our systems;
• Customer communication tools used for sending service updates or managing enquiries;
• Scheduling and business management software providers that help with bookings and operational records.

We may also disclose personal data where required to comply with the law, to respond to legal claims, to protect rights and safety, or to support an insurance or dispute resolution process. We do not sell your personal data.

6. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms recognised by data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, and insurance requirements. Retention periods vary depending on the nature of the information and the reason it is held.

In general:

• quotation and service enquiry records may be kept for a reasonable period to manage follow-up and business administration;
• customer service and booking records may be retained for the duration of the customer relationship and for a period afterwards;
• invoice, payment, and tax-related records are usually retained for the period required by law;
• complaints, incident reports, and claims-related documents may be retained for as long as necessary to resolve the matter and protect our legal position.

When data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access controls, secure storage, staff confidentiality obligations, and careful management of third-party service providers. While no system is completely risk-free, we take reasonable steps to safeguard the information we hold.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

• Right of access: you may request a copy of the personal data we hold about you.
• Right to rectification: you may ask us to correct inaccurate or incomplete information.
• Right to erasure: in certain cases, you may request that we delete your personal data.
• Right to restriction: you may ask us to limit how we use your data in certain circumstances.
• Right to object: you may object to processing based on legitimate interests, including direct marketing where applicable.
• Right to data portability: you may request that certain data be provided to you or another organisation in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise a right, we may need to verify your identity before responding. We will respond within the time required by law and explain if any exemptions apply.

10. Automated Decision-Making

We do not carry out automated decision-making that produces legal or similarly significant effects on individuals. If this changes in the future, we will update this policy and provide the information required by law.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children in the ordinary course of our business. If we become aware that we have collected such data without a valid basis, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when published. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

13. How We Apply This Policy

This Privacy Policy applies to all Brompton Carpet Cleaners customers in area, including one-time customers, repeat customers, prospective customers, and anyone acting on their behalf. By using our services or providing personal data to us, you acknowledge that your information will be handled in accordance with this policy and applicable data protection laws.

In summary: we collect only the personal data needed to provide carpet cleaning services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, retain data only as long as necessary, use trusted processors under suitable safeguards, and respect your rights under GDPR.