Privacy Policy - Manor Park Carpet Cleaners

This Privacy Policy explains how Manor Park Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Manor Park Carpet Cleaners customers in the area, including individuals who request quotations, book services, receive cleaning treatments, or otherwise interact with our business. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Manor Park Carpet Cleaners provides carpet cleaning and related cleaning services to residential and commercial customers. In the context of data protection law, we act as the data controller for the personal data we collect and determine how and why that data is used. This means we are responsible for ensuring that personal information is processed securely and only for legitimate purposes.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity data such as your name and, where relevant, business name.
Contact data such as your address, telephone number, and email address.
Service information such as booking details, property access notes, requested cleaning services, and job history.
Payment information such as payment status, billing records, and transaction references. We do not store full card details where payment is handled through secure third-party providers.
Communication data including messages, complaints, feedback, and service-related correspondence.
Technical and usage data if you interact with our digital systems, such as IP address, device information, and basic activity logs.
Special instructions or access notes that help us carry out our services safely and effectively.

We generally collect personal data directly from you when you enquire about our services, make a booking, complete a form, or communicate with us. In some cases, we may receive your details from a landlord, letting agent, insurer, or another person arranging services on your behalf. We only collect the information that is necessary for the specific purpose involved.

3. How we use personal data

We use personal data for the following purposes:

To provide quotations, schedule appointments, and deliver carpet cleaning services.
To manage customer accounts, service records, and operational administration.
To communicate about bookings, changes, reminders, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, queries, and aftercare.
To maintain business records and comply with legal, tax, and insurance obligations.
To improve our services, manage quality, and support internal reporting.
To protect our business, staff, and customers from fraud, misuse, or unsafe situations.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we are required or permitted to do so by law.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of your personal data. Manor Park Carpet Cleaners relies on the following lawful bases:

Contract – We process personal data when it is necessary to enter into or perform a service contract with you, such as confirming bookings, delivering cleaning services, and managing payments.
Legitimate interests – We may process data to operate and improve our business, manage customer relationships, prevent fraud, and maintain service records, provided these interests do not override your rights and freedoms.
Legal obligation – We may process and retain certain information where we are required to comply with tax, accounting, health and safety, or other legal duties.
Consent – In limited circumstances, we may rely on your consent, for example where it is needed for a particular optional activity. Where consent is used, you may withdraw it at any time.

Where we rely on legitimate interests, we carry out a balancing assessment to ensure the processing is necessary and proportionate. We will always aim to respect your privacy and handle your data in a transparent and responsible way.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, tax, and insurance requirements. Retention periods depend on the type of information and the reason for holding it.

Typical retention approach

Customer service and booking records are kept for as long as needed to manage the relationship and any follow-up issues.
Financial and invoice records are generally retained for the period required by law and standard accounting practice.
Communication records may be retained for a reasonable period to support service quality, dispute resolution, and continuity.
Complaint and claim records may be kept longer where needed to defend legal claims or satisfy insurance obligations.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. In some cases, data may be retained in archived systems for legal or operational reasons, but access will be restricted.

6. Processors and sharing of personal data

We may share personal data with trusted third parties who act as processors or independent controllers. These parties help us deliver our services and operate our business efficiently. Examples include:

Payment service providers that securely process card or electronic payments.
IT and software providers that host booking systems, email services, storage, or customer management tools.
Accountants and bookkeepers who assist with financial records and tax compliance.
Insurance providers and legal advisers where necessary to handle claims, disputes, or legal obligations.
Subcontractors or service partners where they are needed to complete a job or support a booking.

Where a third party acts as a processor, they are required to process personal data only on our instructions and to keep it secure. We take reasonable steps to ensure all processors offer appropriate safeguards. We do not sell personal data.

We may also disclose information if required by law, court order, or a regulatory authority, or to protect the rights, property, or safety of our business, staff, customers, or others.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff training, and careful management of records. Although no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

8. Your rights under data protection law

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include the right to:

Access your personal data and receive a copy of the information we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where the legal requirements for that right are met.
Withdraw consent where processing is based on consent.

You also have the right to be informed about how your data is used and to raise concerns if you believe your rights have been infringed. If you are unhappy with how we handle your personal data, you may complain to the UK Information Commissioner’s Office (ICO).

9. International transfers

Where any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms. We only use providers that we believe offer adequate protection.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of our commitment

Manor Park Carpet Cleaners is committed to protecting customer privacy and using personal data fairly, securely, and only when necessary. We handle data in a way that supports our services while respecting the rights of every customer in the area. Our approach is based on lawfulness, transparency, data minimisation, and accountability, with retention limits, processor oversight, and clear rights for individuals.