Privacy Policy - Dagenham Carpet Cleaners

This Privacy Policy explains how Dagenham Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Dagenham Carpet Cleaners customers in our service area, including anyone who requests a quotation, books a service, receives a visit, or otherwise interacts with us in connection with carpet cleaning, upholstery cleaning, rug care, stain treatment, or related domestic and commercial cleaning services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so you understand what information we collect, why we collect it, and the rights available to you.

1. Information We Collect

We collect only the information necessary to provide our services, manage customer relationships, and meet our legal obligations. The types of personal data we may collect include:

Identity details such as your name, title, and, where relevant, business name.
Contact details such as your address, email address, and telephone number.
Service information such as property access instructions, appointment preferences, service history, room sizes, fabric or surface types, and cleaning requirements.
Payment and billing information such as transaction records, invoices, and payment status.
Communication records such as enquiries, complaints, feedback, and correspondence relating to bookings or services.
Technical information if you interact with us electronically, such as basic device or usage data generated by email systems or booking tools.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific purpose, for example where you tell us about an allergy, medical requirement, or access issue that affects service delivery. In such cases, we will handle the information with extra care and only where there is a lawful basis to do so.

2. How We Use Your Data

We use personal data to deliver our cleaning services efficiently and safely. Typical uses include:

Processing enquiries and providing quotes.
Scheduling and managing appointments.
Delivering carpet and related cleaning services at your property.
Processing payments, issuing invoices, and maintaining accounting records.
Responding to questions, complaints, and service requests.
Keeping internal records of services performed, customer preferences, and follow-up needs.
Meeting legal, regulatory, tax, and insurance requirements.
Improving our operations, quality control, and customer experience.

We will not use your data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis and, where required, have informed you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. Depending on the context, our lawful bases may include:

Contract

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

Legitimate Interests

We may process your data where it is necessary for our legitimate interests, provided your interests and rights do not override those interests. This may include maintaining customer records, improving service quality, preventing fraud, managing business administration, and resolving disputes. We always balance our interests against your privacy rights.

Legal Obligation

We may process and retain certain data where required by law, including for tax, accounting, record-keeping, health and safety, or insurance purposes.

Consent

In limited circumstances, we may rely on your consent, for example if you agree to optional communications or provide information that is not required for service delivery. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We do not sell your personal data. We may share data only when necessary and appropriate for business operations, legal compliance, or service delivery. Where we use third parties to process data on our behalf, they act as processors and are required to handle information securely and only under our instructions.

Examples of processors and service providers may include:

Payment processors who handle card or online payments.
Accounting and bookkeeping providers who support invoicing and financial records.
IT and cloud storage providers who host email, booking, or record-keeping systems.
Customer management tools used to organise appointments and service notes.
Professional advisers such as insurers, legal advisers, or auditors where required.

We may also disclose personal data to public authorities, regulators, law enforcement, or courts if required by law or necessary to protect our legal rights.

Where processors are used, we take reasonable steps to ensure they provide appropriate data security, confidentiality, and compliance obligations. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, and business requirements. Retention periods depend on the type of information and the reason for holding it.

Customer and service records are usually kept for the length of the business relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaint and dispute records may be kept longer where needed to defend legal claims or demonstrate compliance.
Consent-based records are kept until consent is withdrawn or the information is no longer needed.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, secure storage, password protection, staff confidentiality obligations, and careful selection of service providers.

Although no system is completely secure, we work to reduce risks and review our safeguards regularly. If a personal data breach occurs and is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant authority and affected individuals.

7. Your Rights

You have a number of rights regarding your personal data. Subject to legal limits, these may include:

Right of access to obtain confirmation of whether we process your data and receive a copy of it.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure in certain circumstances, such as when data is no longer needed.
Right to restrict processing in certain situations while a matter is being reviewed.
Right to data portability for data processed by automated means and based on contract or consent, where applicable.
Right to object to processing based on legitimate interests and to certain forms of direct marketing.
Right to withdraw consent at any time where consent is the lawful basis.

You will not usually have to pay a fee to exercise these rights. We may ask for information to confirm your identity before responding. We aim to respond within the timeframes required by law.

8. Children’s Data

Our services are directed to adults who arrange cleaning for homes or business premises. We do not knowingly collect personal data from children. If we become aware that a child’s data has been provided without appropriate authority, we will take steps to delete or protect it as appropriate.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Summary of Our Commitment

Dagenham Carpet Cleaners is committed to protecting the privacy of all customers in our area and to processing personal data responsibly. We only collect information that is needed, we use it for clear and lawful purposes, we keep it only as long as necessary, we share it carefully with trusted processors, and we respect your rights under data protection law.

By using our services or making an enquiry, you acknowledge that you have read and understood this Privacy Policy.