Marylebone Carpet Cleaning Privacy Policy
This Privacy Policy explains how Marylebone Carpet Cleaning collects, uses, stores and protects personal data when providing carpet, upholstery and related cleaning services. It applies to all Marylebone Carpet Cleaning customers and prospective customers in the service area, including individuals, households and business clients who engage with our services or visit our website.
We are committed to complying with the UK General Data Protection Regulation and any applicable data protection laws. This Policy sets out the types of personal data we process, the lawful bases for processing, how long we keep data, the role of our data processors, and your rights in relation to your personal information.
Data Controller
For the purposes of data protection law, Marylebone Carpet Cleaning is the data controller responsible for the personal data that we collect and use in connection with our services. This means we decide how and why your personal data is processed and we are responsible for ensuring that it is handled lawfully, fairly and transparently.
Personal Data We Collect
We only collect personal data that is necessary for the provision and management of our cleaning services. The categories of data we may collect include:
Contact and identification details: name, address, property location, billing address, and other contact details such as general communication channels you choose to use.
Service and booking information: details about the services you request, appointment dates and times, access instructions, property type and condition, and notes relevant to the work to be performed.
Payment and billing information: information necessary to process payments and manage invoices, such as partial payment details or transaction reference data. We do not store full card details when payment is processed via secure third-party providers.
Communication records: copies of messages, enquiries, feedback or complaints that you send to us, along with our responses, and any information you provide during those communications.
Technical and usage data: limited technical information about how you interact with our website or online booking tools, such as IP address, device and browser type, pages visited and approximate location, where this is provided through analytics tools or server logs.
How We Collect Your Data
We collect personal data in several ways:
Directly from you when you contact us to request a quote, make a booking, change or cancel a booking, provide instructions, or give feedback.
When we provide services at your premises and observe or record information necessary to complete the work safely and effectively.
Automatically through our website or digital tools, for example via cookies or similar technologies that capture basic usage data and help improve our services.
From third parties where this is necessary, such as payment processors that confirm payment status, or online platforms through which you book our services.
Lawful Basis for Processing
We process personal data only where we have a valid lawful basis under data protection law. Depending on the context, the lawful bases we rely on include:
Contract: We process your personal data to enter into and perform a contract with you, for example to provide cleaning services, manage bookings, process payments, and communicate with you about your service.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and freedoms. These interests include managing and improving our services, keeping appropriate business records, preventing fraud, and responding to enquiries and complaints.
Legal obligation: In some cases we process data to comply with legal obligations, such as keeping financial records for tax and accounting requirements or responding to lawful requests from public authorities.
Consent: Where required, we may rely on your consent, for example for certain types of direct marketing communications. When processing is based on consent, you can withdraw that consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our carpet and upholstery cleaning services, including scheduling visits, carrying out work, and handling follow-up requests.
To issue quotes, estimates, invoices and receipts, and to process and confirm payments.
To communicate with you about your bookings, service changes, service reminders, and important updates relating to our operations.
To manage customer relationships, handle feedback, resolve complaints, and improve the quality and safety of our services.
To administer and protect our business, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data.
To comply with legal and regulatory requirements, including the maintenance of accurate business and financial records.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, or as required by law. In determining appropriate retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, and applicable legal or regulatory requirements.
In general, we may retain:
Basic customer and service records for a period consistent with legal limitation periods and tax and accounting rules.
Financial transaction records for the period required by tax and financial regulations.
Enquiry and correspondence data for a reasonable period in order to respond to queries, follow up if needed, and demonstrate how we handled communications.
When personal data is no longer needed for these purposes, it will be securely deleted, anonymised or otherwise removed from our systems.
Data Processors and Third Parties
We may share your personal data with trusted third-party service providers who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the specific purposes we have defined. They are required to implement appropriate technical and organisational measures to protect your personal data.
Examples of processors and third parties we may use include:
Payment processing providers that securely process payments and help us manage financial transactions.
IT service providers that host our systems, provide email and communication tools, or help maintain our website and booking platforms.
Professional advisers such as accountants or legal advisers, where this is necessary for the management of our business and compliance with legal obligations.
Where required by law, we may also disclose personal data to public authorities, regulators or law enforcement bodies.
International Transfers
Some of our processors or service providers may operate outside the United Kingdom or the European Economic Area. Where personal data is transferred internationally, we take steps to ensure that appropriate safeguards are in place to protect your information, such as using standard contractual clauses or relying on other lawful transfer mechanisms recognised by data protection law.
Data Security
We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage, restricted access to personal data, and regular review of our security practices.
Despite our efforts, no method of transmission or storage is completely secure. However, we continually seek to reduce risks and keep your information safe in line with industry standards and legal requirements.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to the personal data that we hold about you. Subject to certain conditions and exemptions, these may include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with certain information about how it is used.
Right to rectification: You have the right to request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction: You may have the right to request that we restrict the processing of your data in certain situations, such as while we verify its accuracy or consider an objection.
Right to object: You may object to processing that is based on our legitimate interests, including certain types of direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.
Right to data portability: In some cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format, and that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing that took place before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the usual communication channels you use with Marylebone Carpet Cleaning. We will respond to legitimate requests within the timeframes required by law.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has been handled in a way that does not comply with data protection law. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority.
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 protection practices. Any updated version will apply to all Marylebone Carpet Cleaning customers in our service area from the date it is published. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
