Privacy Policy

Surrey Carpet Cleaning Privacy Policy

This Privacy Policy explains how Surrey Carpet Cleaning collects, uses, stores and shares personal data when providing carpet cleaning and related services. It applies to all Surrey Carpet Cleaning customers and prospective customers within our service area in Surrey. We are committed to protecting your privacy and handling your personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation and the Data Protection Act.

Who this policy applies to

This Privacy Policy applies to individuals who:

Make enquiries about our services, request quotations or bookings, or engage us to provide carpet cleaning or related services at residential or commercial premises within our Surrey service area.

Act as the contact person on behalf of a business, landlord, agency or other organisation that uses our services within our Surrey service area.

Visit our website or otherwise interact with us in relation to our services offered in Surrey.

Personal data we collect

We collect and process personal data that is necessary for us to provide and manage our services. The types of personal data we may collect include:

Identity details such as your name and, where relevant, your position within an organisation.

Contact details such as your postal address, property address where services are to be delivered, and any other contact details you choose to provide excluding phone numbers or email addresses that you do not wish to share.

Service information such as details of the services requested, property type and access information you choose to provide, special instructions related to the work, and records of services performed.

Communication records such as information contained in enquiries, quotes, booking confirmations, feedback or complaints, and any other correspondence between you and Surrey Carpet Cleaning.

Billing and payment information such as invoicing names, invoicing addresses, and payment status. We do not store full card details when card payments are processed via third party payment processors.

Technical and usage information related to our website, such as pages visited, dates and times of access, and general device information. This may be collected through cookies or similar technologies where permitted by law and your browser settings.

How we collect your personal data

We may collect personal data directly from you when you:

Request a quote or make a booking.

Communicate with us by any means to ask a question, request information, or provide feedback.

Engage us to provide services at your home or business premises.

Visit our website, where technical data may be collected automatically.

We may also receive personal data indirectly where services are arranged on your behalf, for example where a letting agent, landlord or employer provides your details so we can deliver services at a property you occupy.

Lawful bases for processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the context, we rely on the following lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide carpet cleaning, send quotations, confirm bookings, or issue invoices and receipts.

Legitimate interests: We process certain 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 keeping basic records of services performed, managing our relationship with you, improving our services, and protecting our business from fraud or misuse.

Legal obligation: We may process and retain certain data to comply with legal and regulatory obligations, such as record keeping for tax and accounting purposes.

Consent: In some limited situations, we may rely on your consent, for example where this is required for certain types of optional marketing communication. Where we rely on consent, you are free to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To respond to enquiries, provide quotations, and arrange appointments for services at addresses in our Surrey service area.

To deliver carpet cleaning and related services, including contacting you about access arrangements, job progress and follow up where necessary.

To manage our relationship with you, including handling any feedback, queries or complaints.

To administer billing, payments, and accounting records.

To maintain and improve our services, including internal analysis of how our services are used within our Surrey service area.

To comply with legal and regulatory requirements and to establish, exercise or defend legal claims if needed.

To send you information about services that may be relevant to you, where we are permitted to do so in accordance with data protection and marketing laws and, where required, where you have provided your consent.

Data sharing and processors

We do not sell your personal data. We may share your personal data with selected third parties where this is necessary for the purposes described in this policy and permitted by law, including:

Service providers acting as data processors who provide administrative, technical, payment processing, website hosting, or other support services and who are contractually bound to process personal data only in accordance with our instructions and to maintain appropriate security measures.

Professional advisers such as accountants, insurers, or legal advisers where necessary to manage our business, comply with our obligations, or protect our legal rights.

Regulatory authorities, law enforcement agencies, or courts where we are legally required to do so or where disclosure is necessary to establish, exercise or defend legal claims.

Where we use data processors located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.

Data retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, regulatory, tax, accounting or reporting requirements.

In general:

Service and contact records are retained for as long as you remain an active customer and for a period afterwards where reasonably necessary to respond to queries, maintain records of work carried out, or handle any potential disputes.

Financial and invoicing records are typically retained for the period required by tax and accounting laws.

Enquiry records for prospective customers may be kept for a limited period so that we can follow up on quotes or respond to repeat enquiries.

Technical data collected through our website may be retained for shorter periods, unless required for security, legal or analytical purposes.

When data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.

Data security

We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those employees, contractors and service providers who have a business need to know the information and are subject to confidentiality obligations.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Surrey Carpet Cleaning customers within our service area, although they may be subject to certain conditions and legal exceptions. Your rights include:

Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data together with certain information about how it is used.

Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This is not an absolute right and may be limited where we need to retain data to comply with a legal obligation or to establish, exercise or defend legal claims.

Right to restrict processing: You can ask us to restrict the way we process your personal data in certain situations, for example where you contest the accuracy of the data or object to our processing.

Right to data portability: In some circumstances, you have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transfer it to another controller where this is technically feasible.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object at any time to the use of your personal data for direct marketing.

Rights in relation to automated decision making: Surrey Carpet Cleaning does not use your personal data to make decisions based solely on automated processing that produce legal or similarly significant effects on you.

If you wish to exercise any of these rights, you can contact us using the details provided on our website or in our customer communications. We may need to verify your identity before responding to your request.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or service offerings within our Surrey service area. Any updated version will be made available through our usual communication channels, and the revised policy will apply from the date of publication.

We encourage you to review this Privacy Policy periodically to stay informed about how Surrey Carpet Cleaning protects your personal data.