Privacy Policy - Chase Cross Carpet Cleaners

This Privacy Policy explains how Chase Cross Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Chase Cross Carpet Cleaners customers in the area, including anyone who requests a quote, books a service, receives a service, or otherwise interacts with us in connection with carpet cleaning and related services.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information needed to provide our services, manage our business, and meet legal obligations. The types of personal data we may collect include:

• Identity details: name and, where relevant, business name.
• Contact details: address, phone number, and email address.
• Service details: property access notes, room information, carpet type, stain or damage descriptions, and service preferences.
• Billing and payment information: invoice details, payment status, and limited transaction records.
• Communication records: messages, enquiries, complaints, and service feedback.
• Technical information: basic website or device information if you contact us online, such as IP address or browser type, where applicable.
• Special category data: we do not intentionally collect special category data. If you choose to share information that may reveal health or accessibility needs, we will only use it where necessary and with appropriate safeguards.

We do not intentionally collect more information than is needed for legitimate business purposes. If you provide data about another person, you should only do so where you are entitled to share it and where they understand how their data will be used.

2. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to arrange, deliver, and manage carpet cleaning services;
• to process payments, issue invoices, and keep financial records;
• to communicate about appointments, changes, service updates, or complaints;
• to maintain internal records and improve our customer service;
• to meet legal, accounting, insurance, and regulatory obligations;
• to prevent fraud, misuse, or unlawful activity;
• to protect our business, staff, customers, and property.

We will only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to do otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Chase Cross Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, booking services, carrying out carpet cleaning work, processing payments, and handling service-related communications.

Legal Obligation

We process certain information where we are required to do so by law, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, preventing fraud, improving our services, and maintaining business records.

Consent

Where we rely on consent, we will ask for it clearly and separately. You may withdraw consent at any time, where consent is the lawful basis for processing. Withdrawal will not affect processing already carried out before consent was withdrawn.

Vital Interests

In rare cases, we may process information to protect someone’s vital interests, such as in an emergency situation.

4. How We Share Personal Data

We do not sell personal data. We may share personal data only when necessary and only with trusted third parties who help us run our business. These may include:

• Payment providers that process card or electronic payments;
• Accounting or bookkeeping processors that help manage invoices and financial records;
• IT and hosting providers that support our communication systems or digital records;
• Insurance providers or claims handlers where needed for business protection;
• Professional advisers such as accountants or legal advisers;
• Subcontractors or service partners if required to complete a job you have requested.

Where we use processors, they act only on our instructions and are required to protect your data and process it lawfully. We remain responsible for ensuring that suitable data protection safeguards are in place. If data is transferred outside the UK, we will make sure that appropriate legal protections are used.

5. Data Retention

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

• Customer service and booking records are retained for as long as needed to manage the service relationship and handle queries or disputes.
• Financial and tax records are kept for the period required by law, typically at least six years.
• Correspondence and complaints may be retained for a reasonable period to evidence decisions and resolve issues.
• Consent-based records are kept only until consent is withdrawn or the purpose ends.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited access to records on a need-to-know basis.

Although we take care to protect your data, no system can be guaranteed as completely secure. If a data breach occurs that affects your rights and freedoms, we will act in accordance with legal requirements.

7. Your Data Protection Rights

You have several rights under data protection law, subject to certain conditions and exceptions. These include:

• Right of access: you can ask for a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct inaccurate or incomplete data.
• Right to erasure: you can ask us to delete your data in certain circumstances.
• Right to restriction: you can ask us to limit how we use your data in certain situations.
• Right to object: you can object to processing based on legitimate interests.
• Right to data portability: you can ask for certain data to be provided in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

8. Children’s Data

Our services are intended for adults or for individuals acting on behalf of a household or business. We do not knowingly collect personal data from children unless it is necessary and appropriate in the context of a service request made by a parent or guardian. If we become aware that we have collected children’s data improperly, we will take steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most current version will apply to your relationship with Chase Cross Carpet Cleaners from the date it is published or otherwise communicated.

By using our services, you acknowledge that you have read and understood this Privacy Policy. We encourage all customers in the area to review it periodically so they remain informed about how their personal data is handled.