Privacy Policy for Kings Cross Carpet Cleaners

This Privacy Policy explains how Kings Cross Carpet Cleaners collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Kings Cross Carpet Cleaners customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives cleaning services from us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Kings Cross Carpet Cleaners provides carpet cleaning and related cleaning services for homes, offices, and other premises in the Kings Cross area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal information is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on how you interact with us, we may collect the following categories of data:

• Identity details such as your name and, where relevant, the name of your business or organisation.
• Contact details such as your address, telephone number, and email address.
• Service information such as booking details, property access notes, cleaning preferences, and service history.
• Payment information such as billing details and payment status. We do not store more payment information than is necessary for processing and record-keeping.
• Communication data such as enquiries, complaints, feedback, and records of correspondence.
• Technical data such as basic information generated when you use digital services, including device or browser data if applicable.
• Marketing preferences where you have chosen to receive updates, offers, or service information.

We do not intentionally collect special category data unless it is strictly necessary and permitted by law. If you provide such information to us, for example in a message about access needs or health-related concerns, we will handle it carefully and only for the purpose for which it was shared.

3. How We Collect Your Data

We may collect personal data directly from you when you:

• request a quote or make a booking;
• contact us by phone, email, or message;
• provide service instructions or access details;
• complete forms, surveys, or feedback requests;
• make payments or discuss invoices; or
• interact with us as part of our customer support process.

We may also receive data from third parties where necessary, for example from property managers, letting agents, landlords, business clients, or payment service providers acting on your behalf or in connection with our services.

4. How We Use Your Personal Data

We use personal data only where we have a lawful reason to do so. Our purposes include the following:

• to provide cleaning services and manage bookings;
• to communicate with you before, during, and after a service;
• to prepare quotations, invoices, and receipts;
• to maintain internal records and service history;
• to handle complaints, disputes, or queries;
• to improve our services, processes, and customer experience;
• to comply with legal and regulatory obligations; and
• where permitted, to send relevant marketing communications that you can opt out of at any time.

We will always aim to use your data in a way that is proportionate, necessary, and consistent with your reasonable expectations.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each use of personal data. Kings Cross Carpet Cleaners relies on the following lawful bases where appropriate:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, sending confirmations, and managing payment-related matters.

Legal Obligation

We may process data to meet our legal obligations, such as maintaining financial records, responding to lawful requests, or complying with tax and accounting requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our business, improving services, preventing fraud, securing our systems, and resolving customer issues.

Consent

Where required by law, we will rely on your consent, particularly for certain marketing communications or optional processing. If we rely on consent, you may withdraw it at any time.

6. Sharing Your Data with Processors and Third Parties

We may share personal data with trusted third parties who help us deliver our services. These recipients act as processors when they process data on our behalf and under our instructions. Examples may include:

• payment processors and invoicing providers;
• IT and cloud service providers;
• email or communication service providers;
• accounting or bookkeeping services;
• customer record management tools;
• subcontractors or service partners assisting with cleaning jobs; and
• professional advisers such as accountants or lawyers.

We may also disclose data where necessary to comply with legal obligations, enforce our agreements, protect our rights, or respond to lawful requests from authorities. We do not sell personal data.

Where we use processors, we ensure they are subject to written contracts and appropriate security obligations so that your data is protected and used only for the permitted purpose.

7. Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Retention periods vary depending on the type of data and the reason for processing.

• Customer and booking records are generally retained for as long as needed to provide services and manage the customer relationship.
• Financial and invoice records are retained for the period required by tax and accounting rules.
• Communication records may be kept for a reasonable period to deal with queries, complaints, and service improvements.
• Marketing data is kept until you withdraw consent or opt out, or until it is no longer useful.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, misuse, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness procedures, and limited access to personal information on a need-to-know basis. While no system is completely secure, we take reasonable steps to safeguard the information we hold.

9. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place in accordance with applicable data protection law. This may include adequacy regulations or approved contractual protections.

10. Your Rights Under Data Protection Law

As a data subject, you have several rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always consider your request carefully.

• 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 – in certain circumstances, you may request deletion of your data.
• Right to restriction – you may ask us to limit how we use your data in certain situations.
• Right to data portability – where applicable, you may request that we provide your data in a structured, commonly used format.
• Right to object – you may object to processing based on legitimate interests or to direct marketing.
• Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the legal timeframe set by data protection law.

11. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service request. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers in the Kings Cross area to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitments

Kings Cross Carpet Cleaners is committed to responsible data handling. We collect only the information needed to provide our services, rely on clear lawful bases, use trusted processors under contract, retain data only as long as necessary, and respect your rights under data protection law. We aim to keep your information safe, relevant, and used only for legitimate business purposes.

By using our services, you acknowledge that you have read and understood this Privacy Policy.