Kenton Carpet Cleaners Privacy Policy
This Privacy Policy explains how Kenton Carpet Cleaners collects, uses, stores, and protects personal data relating to our customers and prospective customers within our service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our carpet cleaning and related services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Kenton Carpet Cleaners customers and prospective customers within our operating area, including individuals who contact us for quotations, make bookings, receive our services, or otherwise interact with us offline or online. It covers personal data collected in person, by telephone, through our website and digital channels, and via any written correspondence related to our services.
Data Controller
Kenton Carpet Cleaners is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, postal address, billing address, and any other contact details you choose to provide, for example through our website or when speaking with us.
Service and booking information, including details about the property where the cleaning is to be carried out, access instructions, preferred dates and times, and records of the services you have ordered from us.
Payment and transaction information, such as records of invoices, payment status, and transaction history. We do not store full payment card numbers when payment is processed via secure third party providers.
Communication records, including emails, messages, and notes from telephone calls, as well as any feedback, reviews, or complaints you submit to us.
Technical and usage data, where applicable, such as information about how you use our website, basic device and browser information, and information collected via cookies or similar technologies where permitted by law and your settings.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us to request a quotation, make a booking, request a call back, or communicate with us in any way. We may also collect personal data when we provide services at your property and record necessary service details.
In certain cases, we may receive personal data from third parties, for example where a letting agent, landlord, or another household member books a service on your behalf and provides us with your contact details or property information. When this occurs, we rely on them to have obtained your permission to share this information with us where required.
Lawful Basis for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, this may include:
Contractual necessity. We process personal data where it is necessary to enter into or perform a contract with you. This includes processing required to provide quotations, accept bookings, deliver our services, and handle payments.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where these are not overridden by your interests or fundamental rights. This includes maintaining records of services performed, improving our services, managing our business operations, and responding to your queries and feedback.
Legal obligations. We process certain personal data to comply with legal and regulatory requirements, including accounting, tax, and record keeping obligations, and to respond to lawful requests from public authorities.
Consent. Where required by law, we may rely on your consent to process your personal data, for example for certain optional marketing communications. When consent is the basis, you can withdraw it at any time by contacting us.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including processing enquiries, preparing and sending quotations, confirming bookings, planning and carrying out cleaning services, and handling follow up queries or aftercare.
To manage customer relationships, including maintaining accurate records of your interactions with us, responding to your requests or complaints, and tailoring our services to meet your needs.
To manage payments and accounting, including issuing invoices, recording payments, resolving payment queries, and fulfilling financial reporting obligations.
To improve and develop our services, including analysing service usage, customer feedback, and operational performance to enhance the quality and efficiency of our services.
To send service related communications, such as booking confirmations, appointment reminders, important updates about your service, and information regarding changes to our terms or policies.
To comply with legal obligations and to protect our rights, including preventing and detecting misuse of our services, addressing disputes, and enforcing our contractual rights.
Data Sharing and Processors
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your personal data in accordance with our instructions and for the specified purposes. They are required to implement appropriate technical and organisational measures to protect your data.
Categories of processors may include:
Payment processing providers that securely handle card and electronic payments for our services.
IT and systems support providers that host or maintain our business systems and help us operate our website and customer databases.
Accountancy and professional service providers that assist with financial records, compliance, and business administration.
We may also share personal data where required by law, for example with regulatory authorities or law enforcement when we have a legal obligation to do so or when it is necessary to protect our rights or the rights of others. We do not sell your personal data to third parties.
International Data Transfers
Where we use service providers that are located outside the United Kingdom or the European Economic Area, or that store data in such locations, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using standard contractual clauses or relying on other legally recognised transfer mechanisms and safeguards.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, maintain business and financial records, respond to any queries or disputes, and satisfy legal or regulatory requirements.
In general, customer and booking records, along with related invoices and payment information, are retained for a period that aligns with applicable limitation periods and statutory record keeping requirements. When personal data is no longer required for these purposes, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. They include:
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is processed.
Right to rectification. You have the right to request the correction of inaccurate personal data and the completion of incomplete data relating to you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.
Right to object. You may object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or the processing is required for legal claims.
Right to data portability. Where processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent for specific processing activities, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, please contact us using the contact details made available through our usual communication channels. We may need to verify your identity before responding to your request.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include limiting access to personal data to those employees, contractors, and processors who need it for legitimate business purposes and requiring them to keep it confidential, as well as using reasonable safeguards to secure our systems and records.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any revised version will be made available through our usual communication channels, and the updated policy will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
