Privacy Policy - Belvedere Carpet Cleaners

This Privacy Policy explains how Belvedere Carpet Cleaners collects, uses, stores, shares, and protects personal data. It applies to all Belvedere Carpet Cleaners customers in the area, including prospective customers, existing customers, and individuals who enquire about our carpet cleaning and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Belvedere Carpet Cleaners provides carpet cleaning and related domestic and commercial cleaning services. In the course of delivering our services, we may process personal data about customers, household members, tenants, landlords, business representatives, and other individuals connected with a booking or service request. This policy describes how that data is managed.

2. Personal Data We Collect

We only collect data that is necessary for our services, administration, customer support, compliance, and business operations. The types of information we may collect include:

Identity information: name, title, and any information needed to identify you as a customer or service recipient.
Contact information: address, email address, phone number, and service location details.
Service information: booking requests, cleaning preferences, property access details, service notes, and job history.
Payment information: payment status, transaction records, invoicing details, and billing-related information.
Communication records: emails, text messages, call notes, complaints, feedback, and other correspondence.
Technical information: limited website or device information where applicable, such as IP address, browser type, or usage data if you interact with digital systems.
Special category data: we do not usually seek to collect special category data. However, it may be incidentally provided if relevant to access arrangements or service requests. Where this happens, we will process it only where a lawful basis and additional condition under data protection law applies.

We do not knowingly collect more personal data than is necessary for the stated purpose.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

make an enquiry or request a quote;
book or receive a cleaning service;
contact us by phone, email, message, or through any booking system;
provide feedback, make a complaint, or ask for support;
complete forms, provide instructions, or update your details.

We may also receive personal data from third parties where necessary, such as landlords, tenants, letting agents, property managers, business clients, payment providers, or referees involved in arranging services. Where data is received from a third party, we will handle it in line with this Privacy Policy.

4. How We Use Personal Data

Belvedere Carpet Cleaners uses personal data for the following purposes:

to respond to enquiries and provide quotes;
to schedule, confirm, and deliver cleaning services;
to manage customer accounts and service records;
to process payments, issue invoices, and maintain financial records;
to communicate about appointments, changes, or service matters;
to handle complaints, queries, and customer support requests;
to maintain business records and meet legal and regulatory obligations;
to protect our business, staff, customers, and property from fraud, abuse, or misuse;
to improve our services, operations, and customer experience;
to send limited service-related communications where permitted by law.

We will not use personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

5. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the context, our lawful bases include:

Contract: processing is necessary to enter into or perform a contract with you, such as arranging and delivering carpet cleaning services.
Legal obligation: processing is necessary to comply with tax, accounting, record-keeping, and other legal duties.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing bookings, improving services, handling enquiries, maintaining security, and protecting against fraud, provided your rights do not override those interests.
Consent: in limited situations, we may rely on your consent, for example where we request permission to use data for specific optional purposes. If consent is used, you may withdraw it at any time.

Where special category data is processed, we will also rely on an appropriate additional condition under data protection law, such as explicit consent or another lawful condition where permitted.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business and provide services. These organisations act as processors or independent controllers depending on their role. Processors only act on our instructions and must protect your data appropriately. Categories of processors may include:

Payment service providers for handling card or electronic payments;
Accounting and bookkeeping providers for invoicing, tax, and record management;
IT, hosting, and system support providers for secure data storage and business software;
Communication service providers for email, messaging, and appointment notifications;
Customer management or scheduling systems used to organise bookings and service records;
Professional advisers such as accountants, auditors, or legal advisers where needed.

We may also disclose personal data where required by law, by a regulator, or in connection with legal claims, fraud prevention, or the protection of our rights, customers, or staff.

We do not sell personal data.

7. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will take appropriate safeguards to ensure an equivalent level of protection. These may include adequacy regulations, approved contractual safeguards, and additional security measures where required.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of information and the nature of the relationship.

Booking and service records: kept for a reasonable period to manage repeat services, complaints, and service history.
Financial records: retained in line with tax and accounting obligations.
Communications and complaint records: retained for as long as needed to resolve matters and demonstrate proper handling.
Marketing preferences and consent records: kept while relevant and until you withdraw consent or opt out.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

9. 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, secure systems, staff confidentiality obligations, and limited access to customer information on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to reduce risk and maintain protection.

10. Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These may include:

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

These rights are not absolute and may be subject to legal limitations or exemptions. If you exercise any of these rights, we may need to verify your identity before responding.

11. Children’s Data

Our services are generally aimed at adults. We do not knowingly collect personal data from children except where it is unavoidable for service delivery in a household context, and only where appropriate safeguards are in place. If you believe a child’s data has been provided to us incorrectly, we will review and address the matter appropriately.

12. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, we encourage you to raise the issue so we can address it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to resolve concerns directly where possible.

13. Changes to This Privacy Policy

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

Summary of Our Commitment

Belvedere Carpet Cleaners is committed to lawful, transparent, and secure processing of personal data. We collect only what we need, use it for clear purposes, retain it appropriately, and respect your data protection rights.