Richmond Carpet Cleaning Privacy Policy
This Privacy Policy explains how Richmond Carpet Cleaning collects, uses, stores, and shares personal data in connection with our carpet and upholstery cleaning services. It applies to all Richmond Carpet Cleaning customers and prospective customers in our service area, as well as individuals who contact us with enquiries or provide services to us as suppliers or contractors.
Who we are
Richmond Carpet Cleaning is a carpet and upholstery cleaning business providing services to residential and commercial customers. For the purposes of the UK General Data Protection Regulation and EU General Data Protection Regulation, Richmond Carpet Cleaning is the data controller of the personal data described in this policy, unless stated otherwise.
Personal data we collect
We may collect and process the following categories of personal data when you interact with us or use our services:
Identification and contact details, such as your name, address, property access details, and any other contact information you choose to provide.
Service and booking information, including property type, details of areas or items to be cleaned, service preferences, dates and times of bookings, and notes relevant to providing the service safely and effectively.
Communication records, such as information you provide when you contact us by any method, including enquiries, feedback, and complaints, as well as any notes we make to manage our relationship with you.
Billing and payment information, such as records of services provided, prices, invoices issued, payment status, and basic transaction references. We do not store full payment card details when you pay via a third party payment processor.
Marketing preferences and response data, including your preferences about receiving marketing communications from us and information about whether you open or respond to such communications, where legally permitted.
Technical and usage information, where applicable, such as basic information about how you interact with our website or online booking tools, including pages viewed and the time of visits. This may involve the use of cookies or similar technologies, where permitted by law and subject to your choices.
How we collect personal data
We collect personal data directly from you when you contact us, request a quote, make a booking, engage us to provide services, provide feedback, or otherwise communicate with us.
We may also receive personal data from third parties, such as referral partners, online directories, or payment processors, where they have a lawful basis to share information with us and you have interacted with them in relation to our services.
Lawful bases for processing
We only process personal data where we have a lawful basis under the GDPR. Depending on the context, we may rely on the following lawful bases:
Contract: We process your personal data to enter into and perform a contract with you, including handling enquiries, providing quotes, arranging and delivering cleaning services, and managing billing and payments.
Legal obligation: We process personal data where necessary to comply with legal obligations, such as tax, accounting, record keeping, and responding to lawful requests from public authorities.
Legitimate interests: We process personal data based on our legitimate interests, provided that your interests and fundamental rights do not override those interests. This may include safeguarding our business and customers, managing customer relationships, improving our services, preventing fraud, and handling complaints or disputes.
Consent: In some cases we rely on your consent, for example for certain forms of direct marketing or for the placement of non-essential cookies on our website where required by law. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How we use personal data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotes, and manage bookings for carpet and upholstery cleaning services.
To deliver services at your property, including arranging access, tailoring our work to your requirements, and ensuring health and safety for you and our staff.
To issue invoices, process payments through our payment partners, and maintain appropriate financial records.
To manage our relationship with you, including handling feedback, addressing complaints, and providing customer support.
To send service updates and, where permitted, marketing communications about our services, special offers, or relevant news, in line with your communication preferences and applicable law.
To improve and develop our services and internal processes, including monitoring service quality and training staff.
To protect our legitimate business interests, including debt recovery, preventing misuse of our services, and managing legal claims or disputes.
To comply with legal, regulatory, and professional obligations that apply to our business.
Data processors and sharing of personal data
We may share personal data with trusted third party service providers who act as data processors on our behalf. These processors may include:
Payment processing providers that handle card or electronic payments for our services.
IT and hosting providers that store data and maintain our systems and online tools.
Customer management or booking system providers that help us organise bookings and customer information.
Professional advisers, such as accountants or legal advisers, who assist us in meeting our obligations and managing our business.
We require all processors to process your personal data only on our instructions, to keep it secure, and to comply with data protection law. We do not sell your personal data.
We may also need to share personal data with public authorities, regulators, or law enforcement where required by law or necessary to protect our rights or the rights of others.
International transfers
Where our service providers or their systems are located outside the United Kingdom or European Economic Area, personal data may be transferred internationally. In such cases we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures required by applicable data protection law.
Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
In general, we retain customer and booking records for a period that allows us to manage our relationship with you, respond to queries about past work, and comply with tax and accounting rules. After this period, data will either be securely deleted or anonymised so that it can no longer be linked to you.
The exact retention period can vary depending on the type of data, the nature of our relationship with you, and any specific legal or regulatory obligations that apply.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access: You can request confirmation that we process your personal data and obtain a copy of the data we hold about you, together with certain information about how and why we process it.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal basis to continue processing it.
Right to restriction: You can request that we restrict our processing of your personal data in specific situations, such as while we are verifying its accuracy or assessing an objection you have raised.
Right to data portability: In certain cases, you can ask us to provide your personal data in a structured, commonly used, machine readable format and to transmit it to another controller where technically feasible.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object at any time to the processing of your personal data for direct marketing.
Rights related to consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time.
How to exercise your rights and contact us
If you wish to exercise any of your data protection rights, or if you have questions or concerns about this Privacy Policy or how we handle your personal data, you can contact Richmond Carpet Cleaning using the contact details provided on our website or other official communications.
We will respond to your request as required by applicable data protection law. We may need to verify your identity before acting on certain requests in order to protect your information.
You also have the right to raise a concern or lodge a complaint with your local data protection authority if you are unhappy with how we collect or use your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updates will be made available through our usual communication channels. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.
