Privacy Policy - Seven Kings Carpet Cleaners

This Privacy Policy explains how Seven Kings Carpet Cleaners collects, uses, stores, shares, and protects personal data in connection with our carpet cleaning services. It applies to all Seven Kings Carpet Cleaners customers in the area, including individuals who enquire about our services, request a quote, book an appointment, receive cleaning services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, meeting legal obligations, and improving our customer experience. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name and, where relevant, the name of your business or household contact.
Contact details such as address, email address, telephone number, and service location.
Service information such as appointment details, cleaning preferences, access instructions, and records of services provided.
Payment information such as billing records, payment status, and transaction history. We do not retain payment card details unless necessary for a secure transaction process handled by an authorised payment provider.
Communication records such as enquiries, complaints, feedback, and correspondence.
Technical information such as basic device and usage information if you interact with our digital systems, for example logs needed to maintain security and performance.

We do not intentionally collect special category data unless it is provided by you and is required for a specific lawful purpose. For example, you may choose to share information about allergies, mobility needs, or access considerations so that we can safely deliver our services. Where this occurs, we will only process that information when we have a valid legal basis and appropriate safeguards.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver carpet cleaning services.
To manage customer accounts, records, and service history.
To process payments, issue invoices, and manage accounting records.
To communicate with you about appointments, service updates, or changes.
To respond to enquiries, complaints, and customer support requests.
To improve our operations, training, and service quality.
To maintain security, prevent fraud, and protect our business and customers.
To comply with legal, tax, insurance, and regulatory obligations.

Seven Kings Carpet Cleaners will only use your data for the purposes for which it was collected, unless we reasonably believe that another compatible purpose applies or we are required by law to use it differently.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing personal data. We rely on the following lawful bases depending on the context:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes handling bookings, delivering services, and managing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include maintaining customer records, improving services, handling complaints, preventing misuse, and protecting our business operations. We ensure that any processing based on legitimate interests is proportionate and privacy-conscious.

Legal Obligation

We may process and retain certain data to comply with legal obligations, such as tax, accounting, insurance, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not required for service delivery. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, such as in an emergency situation where information is needed for safety.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These organisations only process data according to our instructions and are required to protect it appropriately. Typical processors may include:

Payment service providers that securely handle card or online payments.
Accounting and bookkeeping providers that support financial administration and tax compliance.
IT and software providers that host, maintain, and secure our systems.
Communication service providers that assist with email, messaging, or customer scheduling tools.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also disclose personal data where required by law, by a court order, or to protect the rights, property, or safety of our customers, staff, or business. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including to meet legal, accounting, or reporting requirements. Retention periods depend on the type of information and the purpose for which it was collected.

Customer service and booking records are typically retained for a period necessary to manage ongoing service relationships and resolve disputes.
Financial and tax records are kept for the duration required by applicable law.
Communication records may be retained for a reasonable period to evidence instructions, manage complaints, or maintain service continuity.
Security and technical logs are retained only for a limited period unless a longer period is needed for investigation or compliance.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, confidentiality obligations, and data minimisation practices. While no system can be guaranteed to be completely secure, we take reasonable steps to safeguard the information entrusted to us.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in line with applicable data protection law. This may include the use of adequacy regulations, standard contractual clauses, or other recognised transfer mechanisms.

8. Your Rights Under Data Protection Law

As a data subject, you have several rights in relation to your personal data. These rights are subject to certain conditions and exemptions under the law. They include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, often called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or for direct marketing.
Rights relating to automated decision-making, where applicable, including the right not to be subject to a decision based solely on automated processing that has legal or similarly significant effects.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required timeframes. We may need to verify your identity before acting on your request.

9. Marketing Preferences

We do not send unnecessary marketing communications. If we ever send promotional messages, we will do so only where permitted by law and you will have the right to opt out at any time. You can object to direct marketing at any time, and we will respect your choice.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for the provision of our services and provided by an adult with authority to do so. If we become aware that data has been collected unlawfully, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain aware of how their data is handled.

12. Our Commitment

Seven Kings Carpet Cleaners values your privacy and recognises the importance of protecting personal data. We aim to keep our practices clear, proportionate, and respectful of your rights. By using our services, you acknowledge that personal data may be processed as described in this Privacy Policy, subject always to applicable law.