Privacy Policy - Kidbrooke Carpet Cleaners

This Privacy Policy explains how Kidbrooke Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Kidbrooke Carpet Cleaners customers in area, including prospective customers, existing customers, and people who enquire about our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

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1. Who We Are

Kidbrooke Carpet Cleaners provides professional carpet cleaning and related cleaning services. In the course of delivering our services, we may collect and process personal information about individuals who book our services, request quotations, communicate with us, or otherwise interact with us. For the purposes of data protection law, Kidbrooke Carpet Cleaners is the data controller for the personal data described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The types of information we may collect include:

Identity information: name and, where relevant, business name.
Contact information: address, telephone number, email address, and any preferred method of communication.
Service information: details about the property, carpet or upholstery cleaning needs, booking preferences, appointment dates, access instructions, and service notes.
Payment information: payment status, billing records, and transaction details. We do not retain unnecessary payment card details where payment processing is handled securely by a payment provider.
Communication records: emails, messages, call notes, complaint details, and records of any feedback or requests.
Technical and usage information: limited information such as device, browser, and interaction data if collected through our digital systems or website tools.
Special category data: we do not usually seek to collect special category personal data. However, if you voluntarily provide information that may reveal health or access requirements, we will process it only where necessary and with appropriate safeguards.

We aim to keep the data we collect relevant and proportionate to the service requested.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or book a service;
communicate with us by phone, message, email, or online form;
provide details at the time of service;
make a payment or request an invoice;
submit a complaint, review, or query;
participate in follow-up communication about the service.

We may also receive information from third parties where necessary to perform services or manage a booking, for example from a property manager, tenant, landlord, or authorised representative. Where this happens, we will only use the data for the purposes for which it was provided.

4. Why We Use Personal Data

We process personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver cleaning services;
to verify access arrangements and service requirements;
to take payment and maintain accounting records;
to communicate about appointments, changes, or service updates;
to handle complaints, disputes, and customer support;
to comply with legal and regulatory obligations;
to improve our services, record customer preferences, and maintain internal quality standards;
to defend legal claims or establish, exercise, or defend our rights.

We will only use your personal data for the specific purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for a new purpose, we will ensure that the use is lawful and appropriately explained.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging appointments, delivering cleaning services, and managing payments or invoices.

Legal Obligation

We may process data where required to comply with legal obligations, including tax, accounting, record-keeping, and fraud prevention requirements.

Legitimate Interests

We may process certain data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, customer relationship management, business record-keeping, quality control, and handling disputes.

Consent

Where required by law, or where we choose to rely on consent, we will ask for it clearly and separately. You may withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

Note: We do not rely on consent where another lawful basis is more appropriate, such as contract or legal obligation.

6. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary for the purposes described in this policy. These third parties act as processors or, in some cases, independent controllers.

Examples of processors may include:

IT and cloud service providers used for secure storage, communication, and data management;
booking or scheduling platforms that help manage appointments;
accounting and invoicing services that support financial administration;
payment processors that handle transactions securely;
customer support tools used to manage enquiries and service records;
professional advisers such as accountants, lawyers, or insurers where necessary.

We require all processors to handle personal data securely, use it only on our instructions, and comply with applicable data protection laws. We do not sell personal data.

We may also disclose data if required by law, court order, or to protect our legal rights, customers, staff, or property.

7. International Transfers

If any of our processors store or access personal data outside the United Kingdom, we will take appropriate steps to ensure that your data remains protected. This may include using lawful transfer mechanisms and safeguards recognised under UK data protection law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of record and the reason for processing.

Customer and booking records: retained for as long as needed to deliver services and manage follow-up matters.
Financial and tax records: retained for the period required by law and good business practice.
Complaint and correspondence records: retained for a reasonable period to resolve issues and maintain service history.
Consent-based records: retained until consent is withdrawn or the information is no longer needed.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. Data minimisation remains an important principle in our retention approach.

9. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and procedures for managing data incidents. While we take reasonable steps to safeguard your information, no system can be guaranteed to be completely secure.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the lawful basis relied upon.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may ask us to delete your data in certain situations.
Right to restrict processing: you may request that we limit how we use your data in certain circumstances.
Right to object: you may object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability: you may request that certain data be provided to you or another controller in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so that we can address them promptly.

11. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by a parent, guardian, or authorised adult. Where children’s data is involved, we will process it only when lawful and appropriate safeguards are in place.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Kidbrooke Carpet Cleaners is committed to protecting the privacy of its customers and handling personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to maintain a transparent and secure approach to data protection for all customers in the area.

Important: This policy is intended to provide a clear overview of our data practices and does not limit your statutory rights under applicable data protection law.