Kenley Carpet Cleaners Privacy Policy
This Privacy Policy explains how Kenley Carpet Cleaners collects, uses, stores and shares personal data about its customers and prospective customers. It is designed to comply with the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation.
This Privacy Policy applies to all Kenley Carpet Cleaners customers and prospective customers in our service area, whether you contact us by phone, in person or through any online or digital means, and whether you purchase our services once or on a recurring basis.
Who We Are and Scope of This Policy
Kenley Carpet Cleaners is a carpet and upholstery cleaning service provider. In the course of offering our services, we act as a data controller in relation to the personal information that we collect and process about you.
This Privacy Policy explains what personal data we collect, the purposes and lawful bases for processing that data, how long we keep it, who we share it with and the rights that you have in relation to your personal data.
Personal Data We Collect
We only collect personal data that we need in order to provide our services, manage our relationship with you and operate our business. The types of personal data we may collect include the following.
Identity and contact information: Your name, postal address, service address, billing address, and any contact details that you choose to provide, such as an email address or other contact method.
Service details: Information about the property or items to be cleaned, such as type of flooring, approximate room sizes, type of furnishings, access arrangements, and any relevant notes you choose to share regarding your household or business premises that are necessary for us to perform the service safely and effectively.
Booking and transaction information: Dates and times of bookings, records of services provided, prices, payment amounts, payment method used, and any reference numbers related to the booking or transaction. We do not store full payment card numbers or security codes; these may be processed securely by a payment service provider acting as our processor.
Communication records: Records of communications with you, including enquiries, quotes, instructions, feedback, complaints and any other correspondence that you send to us or that we send to you in the course of our relationship.
Technical and usage information: If you use any of our digital channels, we may collect limited technical information about your interactions for administrative and security purposes, such as date and time of contact and pages or forms used. We do not intentionally collect more data than is necessary for the operation and improvement of our services.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us to request information, ask for a quote, book a service or otherwise communicate with us. This may be done by telephone, in person or through online forms or digital messages.
We may also collect personal data indirectly when existing customers refer you to us, or when third party platforms used for advertising or lead generation pass an enquiry to us based on information you have submitted to them. In such cases, we process the personal data that is provided to us in order to respond to your enquiry and provide our services.
Lawful Bases for Processing Your Data
We process your personal data only where we have a lawful basis to do so under data protection law. The main lawful bases that apply to our activities are the following.
Contract: We process personal data that is necessary to enter into a contract with you and to perform that contract. This includes arranging appointments, providing cleaning services, handling payments, and communicating with you about your booking or any follow-up services.
Legal obligation: We process certain personal data in order to comply with legal obligations, for example retaining some transaction records for tax and accounting purposes or responding to lawful requests from public authorities.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and interests. Examples include managing our business operations, responding to queries, improving our services, maintaining records of past work for reference, and carrying out limited, proportionate marketing communications to existing customers about similar services.
Consent: In some cases, we may rely on your consent to process your personal data, for example for certain optional marketing communications or for using non-essential cookies or similar technologies in online contexts where consent is required. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use the personal data that we collect for the following purposes.
To provide our cleaning services to you, including confirming appointments, attending your premises, and adjusting services to meet your needs.
To issue invoices, process payments, and maintain financial and administrative records related to the services you receive.
To communicate with you regarding enquiries, bookings, changes to appointments, service updates, and any issues or complaints.
To manage and improve our business operation, including staff scheduling, quality assurance, training, and service development.
To carry out direct marketing to existing customers about services that are similar to those previously supplied, where permitted by law and always with an option to object or opt out.
To comply with legal and regulatory requirements, including accounting, tax, and other obligations.
Data Sharing and Use of Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, strictly for the purposes described in this Privacy Policy and under written contracts that require them to protect your data.
Categories of processors may include payment processing providers, accounting or bookkeeping service providers, information technology and cloud storage providers, customer management or scheduling software providers, and professional advisers such as accountants or legal advisers where necessary.
Processors are only allowed to process your personal data under our instructions and must keep it secure and confidential. We remain responsible for their handling of your personal data.
We may also share personal data with public authorities or other third parties where required by law, or where necessary to establish, exercise or defend legal claims.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.
Service and transaction records are typically retained for a period necessary to comply with tax and accounting rules and to answer any queries that may arise in relation to the services we have provided. Communication records and notes about services may also be kept during this period for reference and to support customer service.
Where we hold personal data solely on the basis of your consent and no other lawful basis applies, we will delete that data if you withdraw your consent or after a reasonable period of inactivity. We may retain some anonymised or aggregated information that no longer identifies you for statistical or business analysis purposes.
Your Data Protection Rights
You have a number of rights in relation to your personal data under data protection law. These rights are subject to certain conditions and exemptions and may not apply in all circumstances, but we will always respond to any request you make about your rights.
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.
Right to rectification: You can ask us to correct or complete any personal data that is inaccurate or incomplete.
Right to erasure: In certain situations, you can ask us to delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you have withdrawn consent and no other lawful basis applies.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in specific circumstances, such as when you contest the accuracy of the data or object to our processing.
Right to data portability: In some cases, you may ask us to provide your personal data in a structured, commonly used and machine-readable format or to transmit it to another controller where this is technically feasible.
Right to object: You have the right to object at any time to the processing of your personal data that is based on our legitimate interests, including any direct marketing. If you object to direct marketing, we will stop processing your personal data for that purpose.
Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to your personal data to those personnel and processors who need it to carry out their duties, and requiring those parties to handle your data in a confidential and secure manner.
International Transfers
Where we use service providers or systems that store or process personal data outside the United Kingdom or European Economic Area, we take steps to ensure that your data is afforded an equivalent level of protection. This may include relying on adequacy decisions, or using standard contractual clauses or other appropriate safeguards recognised under data protection law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. Any updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data.
