Privacy Policy - Maidavale Carpetcleaning

This Privacy Policy explains how Maidavale Carpetcleaning collects, uses, stores, shares, and protects personal data. It applies to all Maidavale Carpetcleaning customers in area, including prospective customers, current customers, and individuals who make enquiries or interact with our services in any way. We are committed to handling personal information 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

Maidavale Carpetcleaning provides carpet cleaning and related cleaning services. In the course of providing these services, we may process personal data about customers, property occupants, business contacts, and individuals who communicate with us on behalf of a customer. For the purposes of data protection law, Maidavale Carpetcleaning is the data controller for the personal data described in this policy.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the services we provide, or for complying with legal obligations. The types of information we may collect include:

Identity details such as your name and, where applicable, the name of a business or property owner.
Contact details such as your address, email address, and telephone number.
Service details including booking information, service preferences, cleaning requirements, property access information, and records of work carried out.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including correspondence by phone, email, or message, and notes about enquiries, complaints, or follow-up requests.
Technical data such as basic website usage information if you interact with our online content, including device and browser information, where applicable.
Special category data only where you voluntarily provide it and it is necessary, for example, information about allergies, sensitivities, or access needs that may affect service delivery.

We do not seek to collect unnecessary personal data. Where we request special category data, we will do so only when it is relevant and with appropriate safeguards in place.

3. How We Collect Your Data

We may collect personal data directly from you when you:

make an enquiry;
request a quotation or booking;
use our services;
communicate with us about an existing service;
submit payment information or invoice-related details;
provide feedback, complaints, or service instructions.

We may also receive data from third parties where necessary, such as a property manager, landlord, letting agent, or another person arranging services on your behalf. In those cases, we will treat the data in accordance with this policy and only for the purposes for which it was provided.

4. How We Use Personal Data

We process personal data for the following purposes:

to respond to enquiries and provide quotes;
to manage bookings and deliver cleaning services;
to communicate about appointments, access, changes, or follow-up matters;
to issue invoices and manage payments;
to keep records of services provided;
to handle complaints, disputes, or warranty-related issues;
to comply with accounting, tax, and legal obligations;
to improve our services, administration, and customer experience;
to prevent fraud, misuse, or unlawful activity.

We will only use personal data in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it for another purpose.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing quotes, bookings, service delivery, and invoicing.

Legal Obligation

We may process data to comply with legal requirements, such as tax, accounting, record-keeping, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. Examples include maintaining service records, improving operations, protecting against fraud, and managing customer communications. Where we rely on legitimate interests, we conduct a balancing assessment to ensure your privacy rights are respected.

Consent

In limited situations, we may rely on your consent, particularly where we process optional information or special category data that is not otherwise required for service provision. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing that took place before consent was withdrawn.

6. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or independent controllers depending on the service they provide. Where they act as processors, they only process data on our instructions and must protect it appropriately.

Examples of processors may include:

booking and scheduling providers;
payment processing services;
accounting and invoicing systems;
IT, cloud storage, and data backup providers;
email or communication service providers;
customer relationship management tools;
professional advisers such as accountants or legal advisers, where necessary.

We may also disclose data where required by law, such as to tax authorities, regulators, law enforcement agencies, or courts. We do not sell personal data.

Where we use processors, we take reasonable steps to ensure they are contractually bound to process personal data securely, lawfully, and only for the purposes we specify. We require appropriate technical and organisational measures to protect personal information from unauthorised access, loss, alteration, or disclosure.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the purpose for which it is used.

In general:

customer service records are retained for a reasonable period to manage repeat services, enquiries, and disputes;
invoice and payment records are kept for the period required by tax and accounting law;
communication records are retained as long as needed to resolve queries and maintain an accurate service history;
data collected with consent is retained only for the period covered by that consent or until consent is withdrawn;
where data is no longer needed, it is securely deleted or anonymised.

We regularly review the data we hold and will not keep personal data longer than necessary. Retention is guided by purpose, legal requirement, and operational need.

8. Data Security

We use appropriate security measures to help protect your personal data. These measures may include access controls, secure storage, password protection, and restricted internal access to information on a need-to-know basis. Although no system can be guaranteed to be completely secure, we take reasonable steps to reduce the risk of unauthorised access, misuse, or accidental loss.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place. This may include using approved contractual protections or transferring data only to countries recognised as providing adequate protection. If such transfers occur, we will take steps to keep your information protected in line with applicable law.

10. Your Rights

Depending on the circumstances and the lawful basis for processing, you may have the following rights under data protection law:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of 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 cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve the issue.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household service and only to the extent required. If we become aware that we have collected personal data inappropriately, we will take steps to delete it promptly.

12. Changes to This Policy

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

13. Summary of Key Principles

Maidavale Carpetcleaning is committed to processing personal data lawfully, transparently, and securely. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain data only as long as necessary, and share data only with trusted processors or where legally required. We respect your rights and aim to handle your information with care and accountability at all times.