Waterloo Carpet Cleaners Privacy Policy
This Privacy Policy explains how Waterloo Carpet Cleaners collects, uses, stores, and protects personal data relating to our customers in our service area. We are committed to complying with the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation, as well as relevant data protection laws. This Privacy Policy applies to all Waterloo Carpet Cleaners customers in our service area, including potential customers who make enquiries about our services.
Who We Are and Scope of This Privacy Policy
Waterloo Carpet Cleaners provides professional carpet and related cleaning services. For the purposes of applicable data protection law, we act as the data controller for the personal data we collect and process about our customers, prospective customers, and individuals who interact with us in relation to our services.
This Privacy Policy applies to all personal data processed by Waterloo Carpet Cleaners in connection with providing our services within our operating area. By contacting us, booking a service, or using our services, you acknowledge that you have read this Privacy Policy.
Personal Data We Collect
We collect only the personal data that is relevant and necessary for providing our services, communicating with you, and meeting our legal obligations. The types of data we may collect include:
Identification and contact details: name, address of the property where services are to be carried out, billing address if different, and other relevant address details; any contact details you provide to us, such as your preferred communication method.
Service and booking information: details of the services you request or purchase, preferred dates and times, access information for the property where work is to be performed, and notes about specific requirements relating to the job.
Payment and transaction information: details about the payments you make for our services, such as the amount, date, and method of payment. We do not store full payment card details when payments are processed via third party payment providers.
Communication data: records of communications with you, including enquiries, quotes, feedback, and any complaints or follow up correspondences.
Technical or usage data: if you interact with us through online forms or digital tools, we may collect limited technical data such as date and time of enquiry and basic usage information, to ensure our services function properly.
Lawful Basis for Processing Personal Data
We process personal data only when we have a lawful basis to do so. Depending on the context, we may rely on the following lawful bases:
Contract: We process personal data to enter into and perform our contract with you, including taking steps at your request before entering into a contract, such as providing a quotation or booking a service.
Legal obligation: We process certain information where necessary to comply with legal and regulatory requirements, for example in relation to tax, accounting, or responding to lawful requests from public authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate interests and where these interests are not overridden by your rights and freedoms. This may include managing and improving our services, handling queries, maintaining records of past work at your property, and ensuring the security of our operations.
Consent: In limited circumstances, we may rely on your consent, for example where we wish to send you certain forms of marketing communications that go beyond what is necessary for our contract with you. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Personal Data
We use your personal data for the following purposes:
To provide and manage our services: including processing bookings, attending your property to perform cleaning services, managing access arrangements, and handling payments and invoices.
To communicate with you: including confirming bookings, responding to enquiries, sending appointment reminders or rescheduling notices, and providing after service support.
To manage our business operations: including maintaining records of work carried out, managing staff schedules and workloads, and improving our services and customer experience.
To comply with legal obligations: such as keeping financial records for tax and accounting purposes, and maintaining documentation necessary to demonstrate compliance with legal and regulatory requirements.
To send marketing communications: where permitted by law and, where required, based on your consent. You can object to or opt out of marketing communications at any time.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we retain customer records, including contact details, booking history, and service details, for a period that allows us to respond to questions about past work and maintain accurate business records. Financial records and associated personal data are typically kept for the period required by applicable tax and accounting laws.
When personal data is no longer required for the purposes described in this Privacy Policy, or when any applicable retention period expires, we will either delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.
Data Processors and Third Party Recipients
We may share your personal data with third parties who act as data processors on our behalf, or in some cases as separate data controllers. We only share data when necessary, consistent with the purposes and lawful bases described in this Privacy Policy.
Data processors: We may use third party service providers to support our operations, such as payment processing providers, bookkeeping or accounting support services, scheduling or booking tools, and IT or hosting providers. These providers are only permitted to process your personal data in accordance with our instructions and must provide appropriate security measures.
Professional and legal advisors: We may share personal data with professional advisers, such as accountants or legal advisers, where necessary for the establishment, exercise, or defence of legal claims, or for obtaining business, financial, or legal advice.
Public authorities: In certain circumstances, we may be legally required to share information with public authorities, law enforcement, or regulators, for example in response to a lawful request or to comply with a legal obligation.
We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.
International Data Transfers
Where we use service providers or tools that may involve the transfer of personal data outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place. These may include using countries with an adequacy decision or implementing standard contractual clauses or equivalent legal mechanisms, as required by data protection law.
How We Protect Your Personal Data
We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, secure storage systems, staff training in data protection, and procedures to respond to potential data incidents.
While we take reasonable steps to protect your personal data, no system can be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and the relevant supervisory authority where required by law.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exceptions.
Right of access: You have the right to obtain confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data concerning you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer necessary 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 may have the right to request that we restrict the processing of your personal data in specific situations, for example while we verify its accuracy or consider an objection.
Right to object: You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests. You also have an absolute right to object to direct marketing.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive the personal data you have provided to us in a structured, commonly used, machine readable format and to transmit it to another controller.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact methods published on our official service materials.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority, and we encourage you to contact us first so we can try to resolve any issues.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will apply to all Waterloo Carpet Cleaners customers in our service area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.