Privacy Policy - Kenton Carpet Cleaners

This Privacy Policy explains how Kenton Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Kenton Carpet Cleaners customers in the area, including people who enquire about services, request quotes, book appointments, receive cleaning services, or otherwise interact with us.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, and what rights you have.

1. Who We Are

Kenton Carpet Cleaners is a service provider offering carpet cleaning and related cleaning services. For the purpose of data protection law, we act as the data controller when we determine the purposes and means of processing your personal data.

This means we decide why your data is collected and how it is used, subject to the legal obligations and safeguards that apply under data protection law.

2. Personal Data We Collect

We collect only the information that is necessary and relevant for delivering our services, managing our business, and meeting legal requirements. The types of data we may collect include:

Identity details such as your name.
Contact details such as your address, telephone number, and email address.
Service information such as property details, room or carpet condition, access instructions, booking preferences, and service history.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, and notes relating to enquiries, bookings, complaints, or feedback.
Technical information where applicable, such as basic website or device interaction data, if you contact us through an online form or similar channel.
Special category data only where it is strictly necessary and you voluntarily provide it, for example if you share health-related access needs or other sensitive information relevant to the service.

We do not seek to collect more data than is needed. If you choose not to provide certain information, we may be unable to complete a booking, provide a quote, or deliver the requested service properly.

3. How We Use Your Data

We process personal data for clear and limited purposes. These may include:

responding to enquiries and providing quotations;
booking, managing, and delivering cleaning services;
communicating about appointments, changes, or service issues;
issuing invoices and handling payments;
keeping business and service records;
meeting tax, accounting, and legal obligations;
handling complaints, disputes, or insurance-related matters;
improving service quality and customer experience;
protecting our business from fraud, misuse, or legal claims.

We will not use your personal data for purposes that are incompatible with the original reason it was collected, unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process your personal data when it is necessary to take steps at your request before entering into a contract, or to perform the contract itself. This applies when you request a quote, make a booking, or receive our services.

Legal Obligation

We may process data where needed to comply with legal requirements, including tax, accounting, record-keeping, and other statutory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include maintaining service records, managing customer relationships, preventing fraud, improving operations, and defending legal claims.

Consent

In limited cases, we may rely on your consent, particularly where processing is optional or relates to certain forms of sensitive information. If consent is used, you can withdraw it at any time. Withdrawal will not affect processing carried out before consent was withdrawn.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary and only to the extent required for the relevant purpose. These third parties may act as processors or independent controllers.

Examples of processors may include:

IT and cloud service providers who store or help manage business records and communications;
payment service providers who handle card or electronic payments;
accountants or bookkeeping providers who support financial administration;
customer management or scheduling tools used to organise bookings and service records;
professional advisers such as legal or insurance advisers, where relevant.

Where a third party processes data on our behalf, they are required to act only on our instructions, keep the data secure, and comply with data protection obligations.

We may also disclose information where required by law, regulation, court order, or a lawful request from a public authority. In the event of a business transfer, merger, or reorganisation, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

6. International Transfers

If any of our processors or service providers store or access data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms approved under 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 satisfy legal, accounting, or reporting requirements.

Retention periods may vary depending on the type of information and the reason for processing. In general:

Enquiry records may be kept for a reasonable period to manage follow-up and customer service;
Booking and service records may be kept for the duration of the customer relationship and a period afterward to manage complaints or future service history;
Financial and tax records are retained for the period required by law;
Correspondence and dispute records may be retained longer where needed to establish, exercise, or defend legal claims.

When data is no longer required, we will delete, anonymise, or securely destroy it.

8. How We Protect Your Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and careful supplier selection.

While no system can be guaranteed completely secure, we work to keep data protected and to respond appropriately to any suspected security incident.

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 legal basis for processing. They include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability – where applicable, you may request a copy of certain data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

We will assess all requests in line with applicable law and respond within the required timeframes. Please note that some rights are not absolute and may be limited by legal obligations or other legitimate grounds.

10. Complaints

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the relevant data protection supervisory authority. We encourage you to contact us first so that we can try to resolve the issue promptly and fairly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. The latest version will apply to all customers and enquiries from the area served by Kenton Carpet Cleaners.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.