Privacy Policy - Tottenham Green Carpet Cleaners

This Privacy Policy explains how Tottenham Green Carpet Cleaners collects, uses, stores, shares, and protects personal data relating to customers in the Tottenham Green area. It applies to all Tottenham Green Carpet Cleaners customers in area, including prospective customers, current customers, and individuals who have previously used our services. We are committed to handling personal information 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

Tottenham Green Carpet Cleaners provides carpet cleaning and related domestic and commercial cleaning services. In the course of delivering these services, we may process personal data about customers, property occupants, and other individuals connected to service bookings. We act as a data controller when we determine the purposes and means of processing personal information.

2. Information We Collect

We only collect personal data that is relevant and necessary for the provision of our services, business administration, legal compliance, and customer support. The information we may collect includes:

Identity details such as name and title.
Contact details such as address, telephone number, and email address.
Service information such as booking details, cleaning preferences, property access instructions, and service history.
Payment-related information such as transaction records and payment status. We do not retain full card details where payment services are processed securely by third-party providers.
Communication records such as enquiries, complaints, feedback, and correspondence.
Technical information if you interact with our digital systems, which may include device data, IP address, and basic usage logs.
Special category data only where strictly necessary and with a lawful basis, for example if you voluntarily provide information relevant to accessibility, allergies, or health-related access requirements.

We do not intentionally collect more data than is needed. If you provide information about another person, you must ensure that you have the appropriate authority or consent to share it with us.

3. How We Use Personal Data

We use personal data for the following purposes:

to manage enquiries and bookings;
to provide and improve our cleaning services;
to communicate appointment confirmations, updates, and service-related notices;
to process payments and maintain accounting records;
to respond to complaints, queries, and customer support requests;
to ensure security, prevent fraud, and protect our business and customers;
to comply with legal, regulatory, insurance, and tax obligations;
to keep records of services delivered and customer preferences for future reference, where appropriate.

We use your information only for legitimate business purposes and in a way that is proportionate to the service provided. We do not use personal data for unrelated purposes without informing you or without a lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for each type of processing. Tottenham Green Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, confirming appointments, and processing payments.

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. This may include service administration, record keeping, fraud prevention, internal quality control, and improving customer experience.

Legal Obligation

We may process information when required to meet legal obligations, such as accounting, tax, insurance, health and safety, or compliance with lawful requests from public authorities.

Consent

Where consent is required, we will ask for it clearly and separately. For example, this may apply to certain marketing communications or to the processing of special category data that you choose to disclose voluntarily. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process data where it is necessary to protect someone’s vital interests, such as in an emergency.

5. Sharing and Processors

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

payment processing providers;
booking and scheduling software providers;
IT support, cloud storage, and data backup providers;
accounting and bookkeeping services;
professional advisers, such as insurers or legal advisers, where necessary;
delivery or subcontracted service providers, where required to complete a booking;
regulatory bodies, law enforcement, or public authorities, where disclosure is required by law.

We only appoint processors that can provide sufficient guarantees of security and compliance. They are not permitted to use your data for their own independent purposes. Where personal data is shared, it is limited to what is necessary and subject to appropriate contractual and technical safeguards.

We do not sell personal data. We also do not disclose personal information to unauthorised parties.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. The exact retention period depends on the type of information and the reason for processing.

Booking and service records are usually retained for a reasonable period after the service is completed in case of follow-up, dispute resolution, or customer service.
Financial and tax records are retained for the period required by applicable law.
Correspondence and complaints may be retained longer where needed to resolve issues or defend legal claims.
Marketing preferences are retained until you withdraw consent or object, where applicable.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. In some cases, we may retain limited information where necessary to comply with legal obligations or to establish, exercise, or defend legal claims.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risk.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

9. Your Rights

You have a number of rights in relation to your personal data. These rights may be subject to legal limits and exceptions, but we will always respond appropriately and in accordance with applicable law.

Right of access - you can request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - you may ask us to delete your data in certain circumstances.
Right to restriction - you can ask us to limit how we use your data in specific situations.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - where applicable, you can request a copy of certain data in a structured, commonly used format.
Right to withdraw consent - where processing relies on consent, you may withdraw it at any time.

We will not subject you to decisions based solely on automated processing that produce legal or similarly significant effects, unless such processing is lawful and you are informed of it.

10. Children’s Data

Our services are intended for adults arranging cleaning services. We do not knowingly collect personal data directly from children. If we learn that we have received children’s data without appropriate authority, we will take steps to delete or otherwise handle it in line with legal requirements.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or operational practices. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Complaints and Further Information

If you have concerns about how your personal data is handled, you may raise them with us so that we can review the matter. 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.

This policy is designed to be clear, lawful, and respectful of your privacy. Tottenham Green Carpet Cleaners values trust and transparency, and we process personal data only when we have a valid reason to do so and only for as long as necessary.