Bromley Carpet Cleaning Privacy Policy

This Privacy Policy explains how Bromley Carpet Cleaning collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and associated data protection laws. This policy applies to all Bromley Carpet Cleaning customers and service users within our operating area, regardless of how you contact us, including by telephone, online enquiry, written correspondence, or in person.

Data Controller

Bromley Carpet Cleaning is the data controller in respect of the personal data that we process about you for the purposes described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal information and are responsible for ensuring that such processing complies with applicable data protection law.

Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our carpet cleaning and related services. The categories of data we may collect include:

Identification and contact details, such as your name, postal address, service address, and any other contact details you choose to provide, for example an email address or preferred contact method.

Booking and service information, such as details of your property type, the areas to be cleaned, the presence of pets, parking information, and any specific instructions you provide for the service.

Transactional and payment data, such as records of the services you have booked, dates of work, invoices issued, details of payments received, and finance-related records required for accounting and taxation purposes. Payment card details are not retained by us where processed through secure third-party payment processors.

Communication data, such as records of communications with you, including enquiries, quotations, booking confirmations, feedback, and complaints, so that we can manage our relationship with you and maintain a record of services provided.

Technical and usage data, where applicable, such as basic information about how you make contact with us online, including device and browser information and any information you choose to submit via online forms. We do not aim to identify individual users from technical data unless necessary for the security or integrity of our systems.

How We Collect Your Data

We may collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, submit a review or feedback, or otherwise communicate with us. This may be done by telephone, online forms, messaging, or face-to-face.

We may also generate personal data through our interactions with you, for example by recording details of the services requested, the work completed, and your payment history for our services.

Lawful Bases for Processing

We rely on one or more of the following lawful bases under data protection law to process your personal data:

Contract. We process personal data where it is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract, such as providing a quote or confirming a booking.

Legal obligation. We process certain information to comply with legal and regulatory obligations, for example in relation to tax, accounting, record keeping, and responding to lawful requests from authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights. These interests include managing our operations, improving our services, maintaining accurate records, handling queries and complaints, and promoting our services to existing or recent customers in a proportionate way.

Consent. In limited circumstances we may rely on your consent, for example for certain types of direct marketing to new contacts or potential customers, or where we need your explicit agreement to process specific types of information. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide carpet cleaning and related services, including assessing your requirements, supplying quotes, confirming and managing bookings, attending your premises, and completing the agreed work.

To communicate with you about your bookings, including sending confirmations, reminders, updates, and follow-up messages relating to the service provided.

To manage our relationship with you, including responding to your enquiries, addressing any issues or complaints, and recording your preferences for future services.

To maintain business records and accounts, including invoices, payment records, and service history, as required for our legitimate business interests and for compliance with tax and accounting obligations.

To protect our business, including for fraud prevention, security, and to exercise or defend our legal rights if necessary.

To send you service-related information and, where allowed, marketing communications about similar services that we think may be of interest to you, which you can opt out of at any time.

Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including to provide services to you, maintain business records, and comply with legal and regulatory requirements. We will not keep your data longer than is necessary for these purposes.

In general, contact, service, and transaction records are kept for a period that reflects applicable limitation periods for claims and tax and accounting requirements. After these periods, data is securely deleted or anonymised so that it can no longer be associated with you.

The exact retention period may vary depending on the type of record and the circumstances. We regularly review the personal data we hold and securely dispose of information that is no longer needed.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These may include:

IT and system support providers who host or maintain our business systems, including scheduling, customer management, and communication tools.

Payment processors and banking services who handle payments and process transactions securely on our behalf.

Professional advisers such as accountants and legal advisers who require access to certain records for the purposes of providing professional services to us.

These processors are only permitted to process your personal data in accordance with our instructions, for the purposes described in this Privacy Policy, and must implement appropriate technical and organisational measures to protect your data.

We may also share personal data where required by law, for example with regulatory authorities, law enforcement, or in connection with legal proceedings, and in situations where it is necessary to protect our rights or the rights of others.

International Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or where data is accessible from outside these regions, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection law. This may include the use of standard contractual clauses or equivalent protections.

Data Security

We take reasonable and appropriate technical and organisational measures to protect the personal data we hold from unauthorised access, accidental loss, alteration, or disclosure. These measures include limiting access to personal data to staff and contractors who have a legitimate need to know it, and ensuring that they are subject to confidentiality obligations.

While we strive to protect your personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security but are committed to responding promptly to any suspected personal data breach in accordance with legal requirements.

Your Data Protection Rights

Under data protection law, you have various rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.

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. You may have the right to request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected and there is no legal requirement for us to retain it.

Right to restriction. You may have the right to request that we restrict processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.

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

Right to data portability. In some circumstances, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that it be transmitted to another controller.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details provided on our website or other service materials. We will respond to your request as required by law and may need to verify your identity before we can act on it.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We would, however, welcome the opportunity to address your concerns directly before you approach any authority.

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 process personal data. Any updates will be made available through our usual communication channels. We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your information.