Privacy Policy

This Privacy Policy explains how Old Oak Common Carpet Cleaners collects, uses, stores, shares, and protects personal data in connection with its carpet cleaning services. It applies to all Old Oak Common Carpet Cleaners customers in the Old Oak Common area, including prospective customers, current customers, and anyone who interacts with us in relation to an enquiry, booking, or service request.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what happens to your information and what rights you have.

1. Personal Data We Collect

We only collect personal data that is necessary to provide our services, manage our business, and meet our legal obligations. Depending on how you interact with us, we may collect the following categories of information:

• Identity details such as your name and, where relevant, the name of your household or business.
• Contact details such as your address, email address, and telephone number.
• Service details including information about the type of cleaning requested, property access requirements, preferred appointment times, and notes relevant to the service.
• Payment information such as billing records, payment status, and transaction references. We do not intentionally store sensitive card authentication data unless required by secure payment processing systems.
• Communication records including messages, enquiries, complaints, feedback, and any correspondence relating to quotes, bookings, or service delivery.
• Technical and usage data if you contact us through digital channels, such as basic device, browser, or log information generated by those systems.
• Special circumstances data where you voluntarily provide information relevant to access, health, safety, or property conditions that affect service delivery.

We do not seek to collect unnecessary personal data. Where possible, we limit the information requested to what is needed for a clear and efficient service.

2. How We Use Your Personal Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotes;
• to schedule, confirm, and deliver carpet cleaning services;
• to manage customer records and service history;
• to process payments, invoices, and refunds where applicable;
• to communicate about appointments, service updates, or follow-up matters;
• to handle complaints, disputes, and customer support requests;
• to improve service quality, train staff, and maintain operational standards;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, staff, and customers from fraud, misuse, or security risks.

We will only use your data for the purposes for which it was collected, unless we reasonably determine that it is needed for another compatible purpose and that purpose is permitted by law.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following lawful bases depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging quotes, taking bookings, delivering cleaning services, and processing payments.

Legal Obligation

We may process and retain certain information where required to comply with legal obligations, including tax, accounting, consumer law, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, internal record keeping, quality assurance, fraud prevention, and improving our business operations.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not necessary for the service. If consent is used, you may withdraw it at any time.

Where special category data is provided, for example information relating to health or access needs, we will only use it where necessary to provide the service and where a valid legal condition applies. We keep such information to a minimum and treat it with particular care.

4. How We Share Personal Data

We do not sell personal data. We may share data only when necessary and only with parties that help us run our business or meet legal obligations. These may include:

• Payment processors that handle secure payment transactions;
• Accountants and professional advisers where needed for financial, tax, or legal compliance;
• IT and system providers that support communications, data storage, scheduling, or security;
• Service partners or subcontractors involved in fulfilling a booking or supporting service delivery;
• Regulators, law enforcement, or public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Any processor or third party acting on our behalf is required to handle personal data securely, only in line with our instructions, and in compliance with data protection law. Where required, we put appropriate data processing agreements in place.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason for holding it.

• Customer and booking records are generally retained for a reasonable period to manage service history, resolve disputes, and maintain business records.
• Financial and tax records are kept for the period required by law.
• Communication records may be retained for customer service, evidence, and quality assurance purposes.
• Optional or consent-based information is kept only while the consent remains valid or until it is no longer needed.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it in line with our data retention practices.

6. Data Security

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

While we take reasonable steps to safeguard information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information needed for the service and to contact us promptly if they believe their data has been compromised.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

• 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 data.
• Right to erasure – in some cases, you can ask us to delete your personal data.
• Right to restriction – you can request that we limit how we use your data in certain circumstances.
• Right to object – you can object to processing based on legitimate interests in some situations.
• Right to data portability – where applicable, you can request that we provide your data in a structured, commonly used format.
• Right to withdraw consent – if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. Some rights may be limited where we need to keep information for legal or contractual reasons.

8. Children’s Data

Our services are directed at adults arranging carpet cleaning for residential or commercial properties. We do not knowingly collect personal data from children. If we become aware that we have collected such data without appropriate authorisation, we will take steps to delete it where required.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with data protection law. This may include the use of approved contractual protections or equivalent lawful transfer mechanisms.

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 handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Approach

Old Oak Common Carpet Cleaners is committed to handling personal information responsibly, securely, and in accordance with the law. We only collect data needed to provide our services, rely on lawful bases for processing, share information only with trusted processors and where legally required, and retain data only for as long as necessary. Customers in the Old Oak Common area have clear rights over their personal data, and we respect those rights at all times.

This Privacy Policy applies to all Old Oak Common Carpet Cleaners customers in the area and is intended to provide a clear, fair, and transparent explanation of our data practices.