Hire Carpet Cleaners Privacy Policy
This Privacy Policy explains how Hire Carpet Cleaners collects, uses, discloses and protects your personal data when you use our services. It also describes your rights under the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation. This Privacy Policy applies to all Hire Carpet Cleaners customers in our service area who use our cleaning services, request quotes, visit our website or otherwise interact with us.
Data Controller
Hire Carpet Cleaners is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection law.
Personal Data We Collect
We collect and process different categories of personal data, depending on how you interact with us and which services you use. The categories of personal data we may collect include:
Identification and contact details such as your name, postal address, billing address, and contact preferences.
Booking and service information such as service address, property type, room details relevant to cleaning, dates and times of appointments, order history, and any instructions you provide about access or specific cleaning requirements.
Payment and transaction data such as payment method, payment status, invoice details and transaction history. We do not store complete payment card details if you pay using a third party payment processor, but we may receive limited information necessary to confirm and reconcile payments.
Communication data such as records of your communications with us, including enquiries, complaints, feedback and any correspondence relating to quotes or bookings.
Technical and usage data when you visit our website, which may include IP address, browser type, device identifiers, approximate location, pages visited, and the date and time of your visit. This is collected through standard logging and similar technologies.
Marketing preferences such as your consent to receive marketing messages and your choices about how we contact you.
How We Collect Personal Data
We collect personal data directly from you when you request a quote or booking, use our services, contact us by any communication channel, or submit feedback. We may also collect data automatically when you visit our website through cookies or similar tools that provide technical and usage information. In some cases, we may receive personal data from third parties such as payment providers who confirm your payment status or platforms where you have requested our services.
Lawful Basis for Processing
We only process your personal data when we have a valid lawful basis under the GDPR. Depending on the context, our lawful bases may include:
Performance of a contract. We process personal data where it is necessary to provide our services, manage bookings, process payments, and fulfil our contractual obligations to you.
Compliance with a legal obligation. We may process personal data to comply with legal and regulatory requirements, including tax, accounting and record keeping obligations, and to respond to lawful requests from public authorities.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes activities such as managing our relationship with you, improving our services, protecting our business from fraud or misuse, and ensuring network and information security.
Consent. In some situations, we rely on your consent, for example for certain forms of electronic marketing where consent is required. When we process data on the basis of consent, you may withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including handling booking requests, agreeing service details, attending your property, delivering cleaning services, and managing follow-up visits where needed.
To manage customer accounts and relationships, including communicating with you about bookings, issuing invoices and receipts, responding to enquiries, and handling complaints or disputes.
To handle payments and accounting, including processing payments, preventing fraud, keeping financial records, and complying with tax and accounting obligations.
To improve our services and operations, such as analysing how customers use our services, monitoring service quality and training our staff.
To send you service-related communications, such as appointment confirmations, reminders, service updates or important notices about changes to this Privacy Policy or our terms of service.
To send you marketing communications where permitted, including offers, promotions or information about services that may be of interest to you, and to manage your marketing preferences.
To protect our business, our staff and our customers, including enforcing our terms, preventing misuse of our services, and supporting legal claims or proceedings.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting or reporting requirements. The specific retention period depends on the type of data and the context of collection.
In general, basic customer and booking records are kept for a period that allows us to manage our relationship with you and to comply with statutory limitation periods for legal claims. Financial and transactional records are typically retained for a period required by tax and accounting laws. Communication records may be kept for an appropriate period to respond to enquiries, handle complaints and demonstrate compliance with our obligations.
When personal data is no longer required for these purposes, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Use of Data Processors
We may engage third party service providers who act as data processors on our behalf. These processors may provide services such as payment processing, accounting support, customer management systems, website hosting, data storage, analytics tools or marketing services.
When we use processors, we only share the personal data that is necessary for them to perform the services we have requested. We require all processors to enter into written data processing agreements that oblige them to process personal data only in accordance with our instructions, to implement appropriate technical and organisational measures to protect the data, and to refrain from using the data for their own purposes.
International Transfers
Where we use service providers or systems located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that may have different data protection standards. In such cases, we take appropriate steps to ensure that any international transfers comply with the GDPR. This may include relying on adequacy regulations or implementing standard contractual clauses or similar safeguards to protect your data.
Data Security
We take the security of your personal data seriously and implement reasonable technical and organisational measures designed to protect it from unauthorised access, accidental loss, disclosure or destruction. Measures may include access controls, secure networks, encryption where appropriate, staff training and procedures for handling data breaches. While we strive to protect your information, no system or transmission can be completely secure, and we cannot guarantee absolute security.
Your Data Protection Rights
Under the GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, along with certain information about how we use it.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we investigate a concern you have raised about its accuracy or use.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to transmit it to another controller.
Right to object. You may object to our processing of your personal data when we rely on legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests or the processing is needed for legal claims. You always have the right to object to direct marketing.
Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw your consent at any time. This will not affect the lawfulness of processing that took place before you withdrew consent.
You also have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal data infringes data protection laws.
Policy Scope and Updates
This Privacy Policy applies to all customers of Hire Carpet Cleaners within our service area, including individuals and businesses that use or request our services. We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or services. Any changes will apply from the date the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.