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 the area, including individuals who enquire about, book, receive, or pay for our carpet cleaning and related cleaning services.

We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a valid legal basis and only retain it for as long as necessary for the purposes described in this policy.

1. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us. The information we collect may include:

Identity details such as your name and title.
Contact details such as your address, telephone number, and email address.
Service information such as the type of cleaning requested, property details relevant to the service, booking preferences, and service notes.
Payment information such as payment status and transaction details. We do not normally store full card details where payment is processed through secure third-party payment providers.
Communication records such as emails, messages, call notes, complaint records, and correspondence relating to quotes, bookings, or service delivery.
Technical information if you interact with digital systems used for administration, such as IP address, device data, browser type, and usage information.
Feedback and review information if you provide comments about our services.

We generally do not intentionally collect special category data unless you choose to provide it to us, for example if you disclose accessibility needs or health-related information relevant to a cleaning visit. Where such information is provided, we will handle it with extra care and only process it where a lawful basis applies.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, confirm, and deliver cleaning services.
To manage appointments, attendance, and service changes.
To process payments, refunds, and billing matters.
To communicate with you about your booking or service.
To handle complaints, claims, and customer support requests.
To maintain business records and internal administration.
To improve our services, training, and operational efficiency.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We will only use your data in ways that are compatible with the purposes for which it was collected. If we need to use your data for a new purpose, we will make sure we have a lawful basis for doing so.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each processing activity. Brompton Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, carrying out cleaning services, issuing invoices, and responding to service-related queries.

Legal Obligation

We may process personal data where we are required to do so by law, including for tax records, accounting compliance, insurance requirements, and recordkeeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, keeping accurate operational records, managing customer relationships, and protecting against fraud or misuse. Where we rely on legitimate interests, we consider the impact on your privacy and apply safeguards where appropriate.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to receive certain optional communications. Where consent is used, you can withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Personal Data and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties only process information on our instructions or where they have their own lawful basis to do so.

Examples of processors may include:

IT and cloud service providers that store and support business records, booking systems, or email services.
Payment processors that handle secure card or electronic payments.
Accounting and bookkeeping providers that help manage financial records and tax compliance.
Customer relationship and administrative service providers that support communications, scheduling, or record management.
Professional advisers such as insurers, solicitors, or accountants where needed for legal or business purposes.

We require processors to take appropriate security measures and to process personal data only in accordance with our instructions and applicable law. We do not sell your personal data.

We may also disclose information where required by law, to respond to legal claims, or to protect the rights, property, or safety of Brompton Carpet Cleaners, our customers, staff, or others.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason it is held.

Customer and service records are typically kept for as long as needed to manage the customer relationship and for a reasonable period afterwards in case of queries or disputes.
Financial and tax records are retained for the period required by law.
Communication and complaint records may be retained for a period necessary to resolve issues and demonstrate how we handled them.
Technical records are kept only as long as needed for security, diagnostic, or administrative purposes.

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

6. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions under data protection law.

Right of Access

You can request confirmation of whether we process your personal data and obtain a copy of that information.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure

In some cases, you can request that we delete your personal data. This right does not apply where we must retain the data for legal reasons or where it is needed for legitimate business purposes.

Right to Restrict Processing

You may ask us to limit the way we use your personal data in certain circumstances.

Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a commonly used, machine-readable format.

Right to Object

You can object to processing based on legitimate interests or direct marketing. Where you object, we will stop processing unless we can show compelling legitimate grounds or the processing is needed for legal claims.

Right to Withdraw Consent

If we rely on your consent, you may withdraw it at any time.

Rights Related to Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that have legal or similarly significant effects on you.

To exercise any of these rights, you may make a request through the appropriate channels used by Brompton Carpet Cleaners. We may need to verify your identity before responding. We will aim to respond within the time limits required by law.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff permissions, and careful selection of processors. While no system can be guaranteed to be completely secure, we take reasonable steps to safeguard the information we hold.

8. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to keep your data protected in accordance with applicable law.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is necessary in the context of a service arrangement and only where appropriate safeguards are in place.

10. Changes to This Privacy 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 issued. We encourage customers to review it periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

Brompton Carpet Cleaners is committed to processing personal data responsibly, securely, and transparently. We collect only the information necessary to provide our services, rely on appropriate lawful bases, work with trusted processors, and respect your rights under data protection law. Our approach is designed to support high-quality service while protecting your privacy.

This policy applies to all Brompton Carpet Cleaners customers in the area.