Privacy Policy - Lissongrove Carpet Cleaners

Last updated: This Privacy Policy explains how Lissongrove Carpet Cleaners collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Lissongrove Carpet Cleaners customers in the area, including residential and commercial clients, as well as individuals who enquire about our services.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent way. This Privacy Policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who we share it with, and what rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, or communicating with us, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. We only collect information that is necessary for the purposes described below, and we aim to keep it accurate, secure, and up to date.

2. Data We Collect

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

• Identity information: name, title, and any details needed to identify you as a customer or contact.
• Contact information: address, email address, telephone number, and preferred communication details.
• Service information: property type, cleaning requirements, appointment details, service notes, and instructions relating to access or special care.
• Payment information: billing details, transaction records, and limited payment-related information required to process invoices or payments.
• Correspondence: messages, complaints, feedback, requests, and records of communication with us.
• Technical information: basic device or usage data if you interact with us electronically, such as logs that help maintain security and service quality.

We do not intentionally collect special category personal data unless it is necessary and lawful to do so. If such data is provided to us incidentally, for example within instructions for a service visit, we will handle it with extra care and only use it where there is a valid legal basis.

3. How We Use Your Data

We use personal data for the following purposes:

• to provide carpet cleaning and related services;
• to manage bookings, quotations, scheduling, and service delivery;
• to communicate with you about appointments, changes, or follow-up matters;
• to issue invoices, process payments, and maintain financial records;
• to respond to enquiries, complaints, and customer support requests;
• to maintain the safety, security, and quality of our services;
• to meet legal and regulatory obligations;
• to improve our internal operations and customer experience.

We will not use your personal data for unrelated purposes unless permitted by law or unless we have informed you and obtained the necessary legal basis.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering services, confirming appointments, handling payments, and managing service-related communications.

Legal obligation

We process some information to comply with legal duties, including accounting, tax, bookkeeping, and record-keeping requirements.

Legitimate interests

We may process data where it is in our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, preventing fraud, maintaining security, responding to customer queries, and keeping internal records.

Consent

In some cases, we may rely on your consent, particularly where a specific type of communication or processing is optional and not necessary for service delivery. Where we rely on consent, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason we hold it.

• Customer and service records: retained for the period needed to manage the service relationship and resolve any follow-up issues.
• Financial and invoice records: retained for the period required by tax and accounting law.
• Complaints and correspondence: retained long enough to investigate, respond, and maintain an audit trail.
• Technical and security logs: retained for a limited time unless needed for investigation or legal purposes.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Sharing Data and Processors

We may share personal data with trusted third parties that help us run our business. These organisations act as data processors when they process data on our instructions and only for the purposes we set out.

Examples of processors or service providers may include:

• accounting or bookkeeping providers;
• payment service providers;
• IT, cloud storage, and system support providers;
• administrative or scheduling software providers;
• professional advisers such as accountants or legal advisers;
• regulatory, law enforcement, or other authorities where required by law.

We require processors to handle personal data securely and in compliance with data protection law. They are not permitted to use your data for their own unrelated purposes.

We may also disclose data where necessary to protect our rights, prevent fraud, or respond to lawful requests.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

While we do our best to protect your data, no method of transmission or storage is completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will deal with it in accordance with applicable law.

8. Your Rights

You have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exemptions.

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct inaccurate or incomplete information.
• Right to erasure: in certain circumstances, you can ask us to delete your data.
• Right to restriction: you can ask us to limit how we use your data in specific situations.
• Right to object: you can object to processing based on legitimate interests, and in some cases to direct marketing.
• Right to data portability: where applicable, you can request your data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

If you believe your data rights have been violated, you also have the right to lodge a complaint with the relevant data protection authority. We encourage you to contact us first so that we can try to resolve any concerns promptly.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is incidental to the provision of services and necessary for legitimate business or legal reasons. Where this occurs, we process the information only in a way that is lawful and appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

11. Summary of Our Commitment

We respect your privacy and aim to process your personal data only when necessary, lawful, and secure. We collect only the information needed to provide reliable carpet cleaning services, to manage our business, and to comply with legal duties. We retain data for appropriate periods, share it only with trusted processors where required, and support your rights under data protection law.

Lissongrove Carpet Cleaners applies this policy to all customers in the area and expects all staff, contractors, and service partners to uphold these standards.