Barnes Carpet Cleaners Privacy Policy
This Privacy Policy explains how Barnes Carpet Cleaners collects, uses, stores, and protects personal data about customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Barnes Carpet Cleaners customers, and individuals who make enquiries or bookings with us, within our service area. By engaging our services, you acknowledge that you have read and understood this Privacy Policy.
Who We Are and Scope of this Policy
Barnes Carpet Cleaners provides carpet and upholstery cleaning services to residential and commercial customers. For the purposes of data protection law, Barnes Carpet Cleaners is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
This Privacy Policy covers personal data collected when you contact us, request a quote, make a booking, receive our services, or otherwise interact with us as a customer or prospective customer in our service area.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, address, and any other contact details you choose to provide when you contact us or make a booking.
Service and booking information, such as property access instructions, preferred dates and times, information about the areas or items to be cleaned, and any relevant notes you provide about your premises or requirements.
Communication records, such as details of enquiries, quotes, bookings, complaints, and any correspondence between you and us, including notes of telephone conversations where relevant.
Payment and transaction information, such as records of payments made for our services, payment method used, and billing history. We do not store full card details where payment is processed by a third party payment provider.
Technical and usage information, where applicable, such as basic information that may be collected about how you access or interact with any online forms or digital tools we provide, including date, time, and basic device or browser information.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us for information, request a quote, make a booking, or use our services. This may be via telephone, in person, in writing, or through any online forms or enquiry tools we make available.
We may also receive personal data about you from third parties where you have authorised them to share information with us. For example, where a letting agent, landlord, commercial partner, or family member provides your details in order to arrange cleaning services at your property.
Lawful Basis for Processing Your Data
We must have a lawful basis under data protection law to process your personal data. Depending on the context, we rely on the following lawful bases:
Contract. We process your personal data where it is necessary to enter into, or perform, a contract with you, for example to provide cleaning services, manage your bookings, and handle related payments.
Legal obligation. We process certain data where we are required to do so by law, such as for tax, accounting, or record-keeping requirements.
Legitimate interests. We process personal data where it is necessary for our legitimate interests, provided these are not overridden by your rights and interests. This includes managing and improving our services, responding to enquiries, handling complaints, protecting our business and staff, and maintaining appropriate business records.
Consent. In limited cases, we may rely on your consent, for example where we send you certain forms of direct marketing or where we ask permission to retain certain information for future work. Where we rely on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our cleaning services, including handling enquiries, preparing quotes, managing bookings, attending your property, and delivering the agreed services.
To communicate with you, including responding to your questions, confirming appointments, notifying you of changes or delays, and sending invoices or receipts.
To manage our business operations, such as record-keeping, accounting, budgeting, and service planning.
To improve our services, including reviewing feedback, resolving issues or complaints, and updating our processes and staff training.
To protect our business, property, and staff, including verifying booking details, managing access to properties, and dealing with non-payment or misuse of our services.
To comply with legal and regulatory obligations, including tax, financial reporting, and responding to lawful requests from public authorities.
Data Sharing and Use of Processors
We may share your personal data with trusted third parties where this is necessary for the purposes outlined above, and where appropriate safeguards are in place. These third parties act either as data processors working on our behalf, or as independent controllers with their own legal responsibilities.
Third parties we may share data with include service partners and subcontractors who help us deliver our cleaning services, for example additional cleaners or specialist contractors engaged to carry out work at your property.
We may also share data with payment and accounting service providers that process transactions, invoices, and financial records on our behalf, as well as information technology and communication providers that host or support our systems and data storage.
In some circumstances, we may share data with professional advisers such as accountants or legal advisers, and with public authorities or law enforcement where we are legally required to do so or where it is necessary to protect our rights or the rights of others.
Where we use third party data processors, we ensure there is a written contract in place requiring them to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we keep core customer and booking records for a period that allows us to manage ongoing work, respond to queries about past services, and meet tax and financial record-keeping obligations. This will usually be for several years after the end of our relationship with you, in line with applicable legal limitation periods and regulatory requirements.
Where personal data is no longer needed, we will either securely delete it or anonymise it so that you can no longer be identified.
International Transfers
Our primary operations and data storage are intended to be within the United Kingdom or the European Economic Area. If, in the course of using certain service providers, your personal data is transferred outside of these areas, we will ensure that appropriate safeguards are in place, such as standard data protection clauses or equivalent measures, to protect your information.
How We Protect Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include physical, administrative, and digital safeguards proportionate to the sensitivity and volume of the data we handle.
Access to your personal data is limited to those staff and third parties who have a business need to know it and who are subject to appropriate confidentiality obligations.
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 applicable exemptions, you have the right to:
Access your personal data and obtain a copy of the information we hold about you.
Request correction of any inaccurate or incomplete personal data.
Request erasure of your personal data where there is no valid reason for us to continue processing it, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it.
Object to the processing of your personal data where we are relying on legitimate interests, and your particular situation gives rise to an objection.
Request restriction of processing of your personal data in certain circumstances, such as where you contest its accuracy or where you have objected to our use of it.
Request the transfer of your personal data to you or to another service provider, where technically feasible and where the processing is based on your consent or on a contract with you.
Withdraw consent where we rely on your consent to process your personal data. Withdrawal of consent will not affect the lawfulness of any processing carried out before you withdraw it.
If you wish to exercise any of these rights, you can contact us using the details provided when you booked or enquired about our services. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can address your concerns. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data practices, or legal requirements. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.