Privacy Policy - Brent Carpetcleaning

Effective date: This Privacy Policy applies to all Brent Carpetcleaning customers in area and explains how we collect, use, store, share, and protect personal data in connection with our carpet cleaning services.

1. Introduction

Brent Carpetcleaning is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy describes the personal data we collect from customers, how we use it, the legal bases we rely on under the UK GDPR and Data Protection Act 2018, how long we keep it, the processors and third parties we may use, and the rights available to you.

By using our services, requesting a quotation, booking an appointment, or otherwise engaging with us, you acknowledge that your personal data may be processed in accordance with this policy. We only process personal data that is necessary for providing and improving our services, meeting our legal obligations, and managing our business responsibly.

2. Data We Collect

We may collect and process different categories of personal data depending on how you interact with us. This may include:

• Identity data: your name and, where relevant, title.
• Contact data: your address, email address, and telephone number.
• Service and property data: details of the property, rooms, carpets, upholstery, stains, cleaning requirements, access information, and appointment preferences.
• Payment and billing data: payment status, transaction references, invoice details, and billing records. We do not keep more payment information than necessary.
• Communications data: messages, notes, service instructions, feedback, complaints, and records of correspondence.
• Technical data: limited information such as device or browser details if you interact with us online, where applicable.
• Marketing preferences: your choices regarding service updates, promotions, or other communications.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily or it is required for a specific lawful reason. For example, if you tell us about a health condition relevant to access arrangements, we will use that information only for the purpose for which it was shared.

3. How We Use Personal Data

We use personal data for the following purposes:

• to provide quotations and respond to enquiries;
• to schedule, confirm, and deliver cleaning services;
• to understand your requirements and carry out the work safely and effectively;
• to manage payments, invoices, refunds, and accounting records;
• to communicate with you about bookings, service updates, or changes;
• to handle complaints, claims, and service-related issues;
• to maintain internal records and improve service quality;
• to comply with legal, tax, insurance, and regulatory obligations;
• to prevent fraud, misuse, or security incidents;
• to send marketing communications where permitted and where you have not opted out.

We only use personal data for the purposes for which it was collected unless we reasonably believe that another compatible purpose is required or permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Brent Carpetcleaning relies on the following bases where appropriate:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, issuing invoices, and communicating about the work requested.

Legal Obligation

We process data where necessary to comply with legal requirements, including accounting, tax, record-keeping, and any lawful request from authorities.

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 maintaining service records, improving operations, preventing fraud, and managing internal administration. Where we rely on legitimate interests, we consider the potential impact on your privacy and take steps to protect your data.

Consent

We may rely on your consent for certain optional activities, such as specific marketing communications or processing information you choose to share beyond what is needed for service delivery. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted service providers and processors who assist us in operating our business. These parties process data on our instructions and are required to protect it appropriately. Examples may include:

• Payment processors for handling transactions securely;
• Accounting and bookkeeping providers for financial administration;
• Scheduling or administration tools used to manage bookings and customer records;
• IT and cloud service providers that host or support our systems;
• Communication providers used for emails, telephone systems, or messaging services;
• Professional advisers such as accountants, insurers, or legal advisers where necessary;
• Public authorities or regulators when required by law.

We do not sell your personal data. We only share personal data where there is a lawful reason to do so, and we ensure appropriate safeguards are in place, including data processing agreements where required. If any transfer of data outside the UK is necessary, we will ensure it is protected by adequate safeguards in line with applicable law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy. Retention periods depend on the type of information, the reason it was collected, and any legal or regulatory obligations.

• Customer and service records: retained for as long as needed to manage the relationship and resolve queries.
• Financial and tax records: retained for the period required by law or accounting rules.
• Communication records: kept for a reasonable period to manage ongoing service, complaints, or dispute resolution.
• Marketing preferences: kept until you change your preference or withdraw consent.

When data is no longer required, it is securely deleted, anonymised, or destroyed in accordance with our internal retention practices. We review retention periods regularly to ensure we do not keep information longer than necessary.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and careful selection of service providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. Subject to legal conditions and exemptions, you may have the right to:

• Access the personal data we hold about you;
• Rectification of inaccurate or incomplete information;
• Erasure of your data in certain circumstances;
• Restriction of processing in certain situations;
• Object to processing based on legitimate interests or direct marketing;
• Data portability for information you provided to us in a structured, commonly used format, where applicable;
• Withdraw consent at any time where processing is based on consent;
• Lodge a complaint with the UK Information Commissioner's Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law and will explain if additional time is required due to complexity or volume of requests.

9. Marketing Communications

Where permitted by law, we may send you service-related or promotional communications. You can choose not to receive marketing messages at any time. If you opt out, we will stop sending marketing communications as soon as reasonably practicable. Important service messages related to your booking or ongoing work may still be sent where necessary.

10. 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 revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to remain informed about how we protect your data.

11. Summary of Our Commitment

Brent Carpetcleaning is committed to processing personal data responsibly and transparently. We only collect data that is necessary for delivering our services, use it on a lawful basis, share it carefully with trusted processors, and retain it only for as long as needed. We respect your rights and will handle your personal information with care and confidentiality.

In all cases, this policy applies to all Brent Carpetcleaning customers in area.