Privacy Policy - Cubitt Town Carpet Cleaners

Last updated: May 2026

This Privacy Policy explains how Cubitt Town Carpet Cleaners collects, uses, stores, shares, and protects personal data relating to customers in the Cubitt Town area. It applies to all Cubitt Town Carpet Cleaners customers in the area, including individuals who enquire about services, request quotations, make bookings, receive cleaning services, or otherwise interact with us in connection with 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 GDPR and the Data Protection Act 2018. This policy is intended to explain what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your information.

1. Information We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name, title, and any business name provided.
Contact details such as your address, email address, and telephone number.
Service details including property access instructions, preferred appointment times, areas requiring cleaning, and information about the condition of carpets or upholstery.
Payment-related information such as payment method, billing records, and transaction status. We do not intentionally store full card details where payment processing is handled securely by third-party providers.
Communication records including emails, messages, notes from phone calls, and any feedback, complaints, or service requests you submit.
Technical and usage information where relevant, such as basic device or browser information if you interact with digital booking or enquiry systems.
Special category data only where you voluntarily provide it and it is necessary for a specific service need, for example mobility considerations or other access requirements that may affect appointment planning. We keep this to the minimum required.

We do not seek to collect more information than is needed for the proper delivery of our services. If you choose not to provide certain information, we may not be able to offer or complete some services safely or effectively.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To schedule, confirm, and deliver cleaning appointments.
To manage customer records and service history.
To process payments, refunds, and account administration.
To communicate with you about your booking, service updates, or follow-up matters.
To handle complaints, feedback, and service quality improvements.
To comply with legal, tax, insurance, and accounting obligations.
To maintain internal records and ensure the security of our operations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that it is necessary to use it for a compatible purpose that is lawful and fair.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Cubitt Town Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering cleaning services, confirming appointments, and managing payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include responding to enquiries, maintaining records, improving our services, protecting our business from fraud, and resolving service disputes.

Legal Obligation

We may process and retain certain records to meet legal obligations, including accounting, tax, insurance, and regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information that is not strictly necessary for the service or where specific consent is required. Where consent is used, you may withdraw it at any time. This will not affect processing already carried out before withdrawal.

We do not use your data for purposes that would be unfair or unexpected in the context of our cleaning services.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as data processors or independent controllers, depending on the service they provide.

Processors may include:

Payment processors who handle secure payment transactions.
IT and cloud service providers who store or support business systems, booking records, and communications.
Accounting or bookkeeping providers who assist with financial records and tax compliance.
Customer communication tools used to send confirmations, reminders, or service updates.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

We require processors to protect personal data, use it only for authorised purposes, and implement appropriate technical and organisational security measures. We do not sell your personal data.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. Where possible and permitted, we will limit such disclosure to the minimum necessary.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including legal, accounting, and operational requirements. Retention periods may vary depending on the type of record and the reason it is held.

Customer enquiry and booking records are usually kept for up to 24 months after the last interaction, unless a longer period is needed for service history or dispute resolution.
Invoices, payment records, and tax-related documents are generally kept for at least 6 years to meet legal and accounting obligations.
Complaints or correspondence records may be retained for a reasonable period after closure to manage follow-up issues or legal claims.
Consent records are retained as long as needed to demonstrate compliance.

When personal data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality expectations, and restricted use of customer data on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we work to reduce risk and to ensure that data is handled responsibly. If a personal data breach were to occur and we were legally required to notify you or the relevant authority, we would do so in accordance with applicable law.

7. Your Rights

As a data subject, you have several rights regarding your personal data. These rights may apply in different circumstances and may be subject to legal limitations. They include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may request deletion of your data where there is no lawful reason to keep it.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request certain data in a structured, commonly used, machine-readable format.
Right to object – you may object to processing based on legitimate interests, including certain direct marketing activities if applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before responding to your request. In some cases, we may not be able to comply fully where legal obligations require us to retain or use certain information.

8. International Transfers

In some cases, our processors or service providers may store or access data outside the UK. Where this happens, we will ensure that appropriate safeguards are in place so your personal data remains protected in line with UK GDPR requirements.

9. Children

Our services are intended for adults and household or business customers arranging carpet cleaning services. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer and is necessary for the service arrangement.

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. The latest version will apply from the date it is published or otherwise made available.

Summary of our commitment: Cubitt Town Carpet Cleaners collects only necessary data, uses it lawfully, retains it for limited periods, shares it only with trusted processors, and respects your rights under data protection law.