Privacy Policy - Mayfair Carpetcleaning

This Privacy Policy explains how Mayfair Carpetcleaning collects, uses, stores, shares, and protects personal data. It applies to all Mayfair Carpetcleaning customers in the area, including individuals who request quotes, book services, receive cleaning treatments, 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 General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we process, why we process it, and what rights you have in relation to your information.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity data: name, title, and any relevant household or business contact details.
Contact data: address, phone number, and email address.
Service data: service type requested, appointment details, property access notes, cleaning preferences, and job history.
Payment data: transaction records, payment method details, and billing information. We do not retain more payment data than is necessary for accounting and reconciliation purposes.
Communication data: messages, inquiries, complaints, feedback, and records of correspondence.
Technical data: limited device or usage information if you contact us through digital channels, such as IP address or browser-related data, where relevant to security or service administration.
Special category data: only where strictly necessary and with appropriate legal safeguards, for example if you voluntarily share information about allergies, mobility needs, or other access requirements that affect service delivery.

We do not intentionally collect data that is not needed for our services. Please do not provide unnecessary sensitive information unless it is relevant to the cleaning service or required for safe service delivery.

2. How We Use Personal Data

We use personal data for specific and legitimate business purposes, including:

responding to enquiries and providing quotations;
booking and managing carpet cleaning appointments;
delivering services at the correct location and time;
processing payments and maintaining financial records;
handling customer service requests, complaints, and follow-up communication;
maintaining service quality, operational records, and business administration;
meeting legal, regulatory, tax, and accounting obligations;
protecting our business, staff, and customers from fraud, misuse, or security incidents.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. The lawful bases we rely on may include:

Contract

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

Legal Obligation

We may need to process and retain certain information to comply with legal obligations such as tax, accounting, record-keeping, and business compliance requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include improving our services, maintaining records, preventing fraud, managing customer relationships, and ensuring the security of our operations.

Consent

In limited cases, we may rely on your consent, particularly where processing is optional or involves certain sensitive information not otherwise required for service delivery. If we rely on consent, you have the right to withdraw it at any time.

4. How We Share Personal Data

We do not sell personal data. We may share data only when necessary and proportionate for the purposes described in this policy. Recipients may include:

Service processors: third parties that assist with business operations such as invoicing, payment processing, scheduling, record management, or IT support;
Professional advisers: accountants, legal advisers, insurers, or similar professionals where needed;
Authorities and regulators: where disclosure is required by law, court order, or official request;
Business successors: if the business is reorganised, transferred, or sold, subject to appropriate confidentiality and data protection protections.

Where we use processors, they act only on our instructions and are contractually required to protect your data, keep it confidential, and process it in compliance with applicable data protection law. We take reasonable steps to ensure any third party with access to personal data maintains appropriate technical and organisational security measures.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods will depend on the type of information and the reason it was collected.

Customer service and booking records: retained for the period needed to manage the service relationship and resolve any related queries.
Financial and tax records: retained for the legally required period under applicable accounting and tax rules.
Complaint or dispute records: retained for as long as necessary to address the issue and defend any legal claims.
Consent-based records: retained until consent is withdrawn or no longer needed for the purpose collected.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, limited user access, staff confidentiality practices, and regular review of our data handling procedures.

Although no system can be guaranteed to be completely secure, we take data protection seriously and continuously assess how best to safeguard the information entrusted to us.

7. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions under the law, but we will always consider your request carefully.

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: in certain circumstances, you may request deletion of your data.
Right to restriction: you may ask us to limit the way we use your data in some situations.
Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request transfer of your data in a structured, commonly used format.
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 legal requirements. We may need to verify your identity before acting on a request to protect your information.

8. Children’s Data

Our services are intended for adult customers or persons acting on their behalf. We do not knowingly collect personal data from children unless it is provided incidentally in the context of a household service and is necessary to complete the requested work. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our business practices, or the way we process personal data. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically to stay informed about how we protect personal information.

10. Summary of Our Approach

Mayfair Carpetcleaning is committed to respecting privacy and handling personal data responsibly. We collect only the information necessary to provide our services, rely on lawful bases such as contract, legal obligation, consent, and legitimate interests, retain data only as long as needed, and use processors who are required to protect your information. You also have clear rights to access, correct, erase, restrict, object to, and port your personal data where applicable.

By using our services, requesting a quote, or engaging with our team, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.