Brent Carpet Cleaners Privacy Policy
This Privacy Policy explains how Brent Carpet Cleaners collects, uses, stores, and protects personal data relating to our customers in our service area. It is intended to comply with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy applies to all Brent Carpet Cleaners customers in our area, including prospective, current, and past customers who use or enquire about our carpet cleaning and related services.
Who We Are
Brent Carpet Cleaners is a local carpet and upholstery cleaning service provider. In this Privacy Policy, references to we, us, and our refer to Brent Carpet Cleaners as the controller of your personal data. As controller, we determine the purposes and means of processing your personal data in connection with our services.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quotation, book a service, or otherwise interact with us:
Identification and contact details such as your name, residential or business address, billing address, and contact preferences.
Communication details such as the content of your messages or calls to us, notes about your queries or instructions, and any feedback or complaints you provide.
Service and property information such as the type of property, rooms or areas to be cleaned, access instructions, parking details, and any relevant information you choose to share about the premises.
Booking and transaction details such as requested dates and times, booking confirmations, invoices, payment status, and records of services provided.
Payment-related information such as limited payment details necessary to process your transaction. Where payments are processed via a third-party payment processor, we do not receive or store full card details, but we may receive confirmation of payment, partial card information, or references necessary for accounting and reconciliation.
Technical and usage data where applicable, such as basic technical information that may be collected when you visit our online pages, including device type, approximate location, and general usage patterns, to the extent that such data can identify you or be linked to you.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, through online forms, by post, or in person. We also collect data when you request a quote, make a booking, or provide instructions at the time of service.
We may receive limited personal data about you from third parties where this is necessary to carry out our services. For example, a landlord, tenant, or letting agent may provide your details so that we can arrange an appointment at a property. In such cases, we will treat your data in accordance with this Privacy Policy.
Lawful Basis for Processing
We rely on different lawful bases for processing your personal data, depending on the context:
Contract: We process your personal data to enter into and perform a contract with you, including providing quotations, booking services, delivering carpet cleaning and related services, and managing payments and invoices.
Legal obligation: We process certain data to comply with our legal obligations, such as record-keeping, tax, and accounting requirements.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing and improving our services, handling enquiries and complaints, protecting our business, and maintaining appropriate records.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing. Where we rely on consent, you may withdraw it at any time, and we will stop the relevant processing, unless another lawful basis applies.
How We Use Personal Data
We use your personal data for the following purposes:
To provide quotations, respond to enquiries, and advise you on our services.
To book, manage, and carry out carpet cleaning and related services at your property or premises.
To communicate with you regarding appointments, changes, cancellations, and service updates.
To process payments, issue invoices and receipts, and manage our accounts and financial records.
To manage our relationship with you, including handling feedback, claims, and complaints.
To maintain and improve our services, train staff, and ensure the quality and safety of our operations.
To comply with applicable laws, regulations, and requests from competent authorities.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as our processors, strictly for the purposes described in this Privacy Policy and only where they are subject to contractual obligations to protect your data.
These processors may include:
Service providers who assist with scheduling, customer relationship management, or administration.
Payment processors and financial institutions who handle or verify payments and refunds.
IT and hosting providers who store or process data on our behalf and help maintain our systems.
Professional advisers such as accountants or legal professionals where reasonably necessary for our business operations and compliance.
We may also share your data where required by law or where necessary to protect our rights, property, or safety, or those of our customers or others.
Data Retention
We retain your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, and to meet legal, regulatory, tax, or accounting requirements.
In general, we keep customer and booking records for a period that allows us to respond to queries, handle complaints, and maintain accurate financial records. After this period, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
The exact retention period may vary depending on the type of data, the purpose of processing, and applicable legal obligations. We regularly review the personal data we hold and securely dispose of data that is no longer required.
International Transfers
Our primary operations are based in the United Kingdom. If any of our processors or service providers transfer or store your personal data outside the United Kingdom, we will take appropriate steps to ensure that your data is protected in accordance with applicable data protection laws. This may include the use of standard contractual clauses or other approved safeguards.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration, or destruction. These measures include restricting access to personal data to personnel and processors who need it for legitimate business purposes, using secure systems where appropriate, and training our staff on data protection responsibilities.
While we take reasonable steps to safeguard your data, no system can be completely secure. We therefore cannot guarantee absolute security, but we are committed to responding promptly and appropriately to any suspected data incidents.
Your Data Protection Rights
As a customer in our service area, you have certain rights in relation to the personal data we hold about you, subject to legal conditions and exceptions. These rights may include:
The right to access your personal data and receive information about how we process it.
The right to request correction of inaccurate or incomplete personal data.
The right to request deletion of your personal data where there is no good reason for us to continue processing it.
The right to object to processing based on our legitimate interests and to request restriction of processing in certain circumstances.
The right to withdraw consent where processing is based on consent, without affecting the lawfulness of processing before withdrawal.
The right to request the transfer of your personal data to you or another organisation, where technically feasible and where the legal conditions for data portability are met.
If you wish to exercise any of these rights, you can contact us using the contact details we provide to our customers on our standard communications and documentation. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue directly. You also have the right to lodge a complaint with the relevant data protection supervisory authority under applicable law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. When we make material changes, we will take reasonable steps to inform our customers. The most recent version of this Privacy Policy will always apply to the processing of your personal data by Brent Carpet Cleaners in our service area.