Privacy Policy

This Privacy Policy explains how Grove Park Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Grove Park Carpet Cleaners customers in the area, including prospective customers, current customers, and anyone who contacts us for a quote, booking, or service enquiry. 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

Grove Park Carpet Cleaners provides carpet cleaning and related cleaning services to residential and commercial customers in the local area. For the purposes of data protection law, Grove Park Carpet Cleaners is the data controller of the personal information described in this policy. This means we determine why and how your personal data is used.

2. Personal Data We Collect

We collect only the personal data that is necessary for the services we provide and for legitimate business operations. Depending on how you interact with us, we may collect the following categories of data:

• Identity data: your name, and where relevant, the name of your business or organisation.
• Contact data: address, email address, telephone number, and preferred communication method.
• Service details: property type, areas requiring cleaning, stain or fabric information, access notes, booking date, and service preferences.
• Payment information: payment method, billing records, and transaction details. We do not store full payment card details unless strictly necessary and permitted by law.
• Correspondence: emails, text messages, call notes, complaints, feedback, and records of any service requests.
• Technical data: if you interact with digital systems used by us or our processors, we may collect IP address, device information, and basic usage data.

We do not intentionally collect special category personal data unless you choose to provide it and it is relevant to a service issue, such as information about allergies or health-related access requirements. If such information is provided, we will handle it carefully and only where lawful to do so.

3. How We Collect Your Data

We may collect personal data directly from you when you:

• request a quote or make a booking;
• communicate with us by phone, email, or message;
• provide property or service instructions;
• pay for services or request an invoice;
• leave feedback or make a complaint.

We may also receive data from third parties where necessary to provide services, such as landlords, managing agents, business clients, or payment providers. In such cases, we will only use the information for the purpose for which it was provided.

4. Why We Use Your Personal Data

We use personal data for the following purposes:

• to provide quotes and arrange appointments;
• to deliver carpet cleaning and related services;
• to manage customer accounts and service history;
• to process payments, invoices, and refunds where applicable;
• to respond to enquiries, complaints, and service issues;
• to maintain business records and comply with legal obligations;
• to improve service quality, train staff, and support operational planning;
• to defend or establish legal claims where required.

5. Lawful Basis for Processing

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

Performance of a Contract

We process your data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotes, arranging bookings, carrying out cleaning services, and handling billing.

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. Examples include record keeping, customer service, fraud prevention, service improvement, and handling complaints. When we rely on this basis, we consider whether the processing is necessary and proportionate.

Legal Obligation

We may process and retain certain information to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent, for example where you provide optional sensitive information or agree to receive certain non-essential communications. Where consent is used, you may withdraw it at any time.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, and business requirements. Retention periods may vary depending on the type of data and the nature of the service.

• Quote and enquiry records are typically kept for a reasonable period to manage follow-up and business administration.
• Customer and service records are generally retained for the duration of the customer relationship and for a period afterwards where needed for legal, tax, or dispute purposes.
• Financial and invoicing records are retained for the period required by law.
• Complaints, correspondence, and incident records may be kept longer if necessary to resolve disputes or establish a legal defence.

When personal data is no longer required, it is securely deleted, anonymised, or destroyed.

7. Data Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These parties act as processors or independent controllers depending on the circumstances. We only share the minimum information required and ensure appropriate safeguards are in place.

Examples of processors may include:

• Payment service providers that process card or electronic payments;
• IT and cloud service providers that support data storage, email, scheduling, or document management;
• Accounting and bookkeeping providers that assist with invoicing, tax, and financial records;
• Customer service or communications platforms used to manage bookings, reminders, or correspondence;
• Professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also disclose personal data where required by law, court order, or regulatory authority, or to protect our rights, customers, staff, or property.

8. International Transfers

Some processors may store or access data outside the UK. Where this occurs, we ensure appropriate safeguards are used, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. These measures are intended to keep your personal data protected to a standard equivalent to UK requirements.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, data minimisation, and regular review of our procedures. No system is completely secure, but we work to reduce risk and protect your information as much as reasonably possible.

10. Your Rights

Under data protection law, you have important rights in relation to your personal data. Subject to legal limits, you may have the right to:

• access the personal data we hold about you;
• rectify inaccurate or incomplete information;
• erase your data in certain circumstances;
• restrict how we use your data in certain situations;
• object to processing based on legitimate interests;
• data portability, where processing is based on consent or contract and carried out by automated means;
• withdraw consent where consent is the lawful basis for processing.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how your data has been handled. We encourage you to raise any concerns with us first so we can try to resolve them.

11. Marketing Communications

We will only send marketing messages where permitted by law. You may receive service-related communications that are necessary for bookings, reminders, or customer administration. If we ever send optional marketing communications, you can opt out at any time. We will respect your choices and keep an appropriate record of your preferences.

12. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is unavoidably included in service arrangements and only to the extent necessary. If we become aware that we have collected data from a child without appropriate authorisation, we will take steps to delete it or obtain the correct permission where required.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updates will take effect when published in the revised policy. We encourage customers to review this policy periodically so they remain informed about how their data is used.

14. Contact and Complaints

If you have questions about this Privacy Policy, want to exercise your rights, or wish to raise a concern about how your personal data is handled, you may contact us using the usual business communication channels. We will respond as required by applicable data protection law.

By using Grove Park Carpet Cleaners’ services, you acknowledge that you have read and understood this Privacy Policy.