Bow Carpet Cleaners Privacy Policy
This Privacy Policy explains how Bow Carpet Cleaners collects, uses, stores, and protects personal data relating to customers in our service area. It also explains your rights under the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation. This policy applies to all Bow Carpet Cleaners customers in our operating area, whether you contact us by telephone, online, or in person.
By using our services you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time and will apply any changes from the date they are published.
Who We Are and Scope of This Policy
Bow Carpet Cleaners is a carpet and upholstery cleaning business providing domestic and commercial cleaning services in our local area. For the purposes of data protection law, Bow Carpet Cleaners is the data controller of the personal data described in this policy. This Privacy Policy applies to all customers and prospective customers within the area we serve, as well as individuals who make enquiries about our services.
Personal Data We Collect
We collect and process different types of personal data in connection with providing our services. The categories of personal data we may collect include:
Contact and identification details such as your name, address, property access details where relevant for the service, and billing or invoice address.
Communication information such as information contained in emails, enquiry forms, written correspondence, and notes of conversations related to bookings, quotations, complaints, or feedback.
Booking and service details including dates and times of appointments, the type and scope of cleaning work requested, property type, room descriptions relevant for service planning, and records of work carried out.
Payment related data such as the date, time, and amount of payments made, the method of payment, and partial card or account details as made available on payment confirmations or statements. We do not store or have access to full payment card details when you pay through third party payment processors.
Technical and usage data such as basic information about how you found us, which services you asked about, and any device or browser information that may be transmitted automatically if you use online forms or digital tools managed on our behalf.
Feedback and review information including comments, ratings, testimonials, or complaints you provide to us about our services.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us to request a quote, make a booking, confirm or change an appointment, or when you interact with us in any other way. This can be by telephone, in person, or via online enquiry or booking tools operated on our behalf.
We may also receive personal data from third parties, for example from payment processors confirming payment status, or from online advertising and directory services when you submit an enquiry that is then passed to us.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, arranging and carrying out cleaning services, processing payments, and communicating with you about your bookings.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, and where your interests and fundamental rights do not override those interests. This includes managing customer relationships, improving our services, handling enquiries and complaints, keeping appropriate business records, and protecting our business from fraud or misuse.
Legal obligation: We process certain data to comply with legal obligations, such as maintaining tax and accounting records, responding to lawful requests from authorities, and maintaining health and safety records.
Consent: In limited circumstances, we may rely on your consent, for example where you have agreed to receive certain forms of marketing communication. Where processing is based on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our carpet and upholstery cleaning services, including processing enquiries and bookings, visiting your premises, and completing the requested work.
To issue quotes, invoices, receipts, and any other documentation related to your bookings.
To manage and improve our customer service, including responding to questions, handling feedback, and resolving complaints.
To manage our business operations, such as scheduling work, allocating staff or contractors, maintaining accounting records, and monitoring service quality.
To send you information about changes to our services or this Privacy Policy where necessary.
To comply with applicable laws, regulations, and legal processes.
Data Retention
We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected, and to meet any legal, regulatory, tax, accounting, or reporting requirements.
In general, we retain basic customer and transaction records for a period required by tax and accounting laws, after which they are securely deleted or anonymised. Enquiry records that do not lead to a booking are kept for a shorter period, sufficient to handle follow up questions and routine business analysis.
Where we rely on consent for marketing communications, we will continue to process your relevant contact details until you withdraw your consent or object, or until we determine that the information is no longer up to date.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf and who are only permitted to process your data in accordance with our instructions and applicable data protection law.
These third parties may include payment service providers that process payments, accounting or invoicing providers, IT and cloud service providers who host or support our systems, and communication service providers who help us send necessary messages related to your bookings.
We may also share personal data where required to comply with legal obligations, to respond to lawful requests from law enforcement or regulatory authorities, or to protect our rights, property, or safety, or the rights, property, or safety of our customers or others.
Where we use processors, we put in place appropriate contracts to ensure that they protect your personal data and only use it in accordance with our instructions and the law.
International Transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, or where data is stored or accessed from outside these regions, we will take appropriate steps to ensure an adequate level of protection for your personal data. This may include relying on adequacy regulations, standard contractual clauses, or equivalent safeguards as required by law.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and contractors who need it for their role, maintaining secure systems and devices, and training relevant personnel on their data protection responsibilities.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Bow Carpet Cleaners customers in our service area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request a copy of the personal data we hold about you and information about how we use it.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In some circumstances, you may request that we delete your personal data. This right is not absolute and may not apply where we must retain the data for legal or legitimate business reasons.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we are checking its accuracy or considering an objection.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests. We will then stop processing unless we have compelling legitimate grounds to continue or the processing is required for legal claims.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used, and machine readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed. We encourage you to contact us first so we can address your concerns directly.
Changes to This Privacy Policy
We may revise this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practice. Any updated version will apply from the date it is made available. We recommend that you review this policy periodically to stay informed about how we handle your personal data.