Falconwood Carpet Cleaners Privacy Policy
This Privacy Policy explains how Falconwood Carpet Cleaners collects, uses, stores, and protects personal data relating to its customers. It applies to all Falconwood Carpet Cleaners customers in our service area who use our carpet, upholstery, and related cleaning services, as well as anyone who contacts us to make an enquiry or request a quotation.
Who We Are and Scope of This Policy
Falconwood Carpet Cleaners is a local carpet and upholstery cleaning provider. In the context of the General Data Protection Regulation GDPR and applicable UK data protection laws, Falconwood Carpet Cleaners is the data controller in respect of the personal data we collect and process about our customers and prospective customers.
This Privacy Policy covers personal data collected offline and online where we act as controller, including when you request a quote, make a booking, communicate with us, or receive services from us at your home or business premises within our service area.
Personal Data We Collect
We may collect and process the following categories of personal data when you interact with Falconwood Carpet Cleaners:
Identification and contact details, such as your full name, postal address, property access information, and any other contact details you choose to share when contacting us or making a booking.
Booking and service information, such as the type of cleaning service requested, property type and size, preferred dates and times, special instructions, and notes about the work to be carried out at your premises.
Transaction and payment related data, such as records of services supplied, payment method used, payment status, amounts charged, and dates of payment. We do not store full payment card details where payments are processed through third party payment processors.
Communication records, including details of enquiries, emails, messages, written correspondence, and any feedback or complaints you submit about our services.
Technical and usage information, where applicable, such as basic information about how you access or interact with our website or online forms, which may include IP address, device information, and the date and time of your visit.
Sensitive categories of data are not intentionally collected. If you choose to share such information with us, for example regarding health or mobility issues for access arrangements, we will treat it with additional care and only use it for the specific purpose for which it was provided.
Lawful Bases for Processing
We only process your personal data where we have a valid lawful basis under the GDPR and UK data protection law. Depending on the context, our lawful bases are:
Contract. We process data to enter into and perform a contract with you, such as when you request a quote, make a booking, or receive cleaning services from us. This includes taking steps at your request before entering into a contract.
Legitimate interests. We may process data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, and protecting our business from fraud or misuse.
Legal obligation. We may process your personal data where it is necessary to comply with legal or regulatory obligations, including record keeping, tax, and accounting requirements, or responding to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example where required for certain types of marketing communications or optional data you choose to provide. Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.
How We Use Your Personal Data
We use personal data to:
Provide and manage our cleaning services, including handling enquiries, issuing quotes, confirming appointments, carrying out work at your premises, and following up on service delivery.
Communicate with you about your bookings, changes to appointments, access arrangements, or other practical matters relating to the services we provide.
Handle payments, issue invoices or receipts, deal with refunds where appropriate, and keep financial and transaction records for accounting and tax purposes.
Respond to questions, feedback, or complaints, and to resolve any issues or disputes that may arise in connection with our services.
Improve our services and internal processes, including monitoring service quality, staff training, and analysing trends to better meet customer needs.
Protect our business, staff, and customers, including detecting, preventing, and responding to fraud, misuse of our services, or security incidents.
Send you relevant information about our services where permitted by law, and always giving you the option to object or opt out of such communications.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, and only for the purposes described in this Privacy Policy.
These processors may include:
IT and hosting service providers who support our business systems, website, and data storage solutions.
Payment processing providers who handle payments and transactions for services you purchase from us.
Professional advisers such as accountants, where necessary for financial reporting, auditing, or compliance with legal obligations.
Our processors are contractually required to keep your data secure, to use it only in accordance with our documented instructions, and to comply with data protection laws. We also take care to ensure that any transfer of data outside the United Kingdom or European Economic Area is subject to appropriate safeguards where required by law.
We may also disclose personal data to law enforcement bodies, regulatory authorities, or other third parties where legally required or permitted, for example in response to a court order or to protect our rights, property, or safety or that of our customers or staff.
Data Retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements, and to handle any queries or disputes that may arise.
As a general guideline, customer and booking records are kept for a period that allows us to provide our services, manage our relationship with you, and comply with statutory retention obligations. After the relevant retention period expires, we will either delete or securely anonymise your personal data so it can no longer be associated with you.
The precise retention period may vary depending on the type of information and the applicable legal requirements. In determining the appropriate retention period, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means.
How We Protect Your Data
We take appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include secure storage systems, access controls and restrictions, staff awareness and training, and appropriate technical security safeguards proportionate to the nature of the data involved.
While we strive to protect your personal data, no transmission of information over the internet or electronic storage system can be guaranteed to be completely secure. You are encouraged to take your own precautions to protect your personal information when communicating with us.
Your Data Protection Rights
Under the GDPR and applicable UK data protection laws, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these include:
The right of access. You can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with certain information about how it is processed.
The right to rectification. You can ask us to correct inaccurate personal data or complete incomplete information that we hold about you.
The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and no other lawful basis applies.
The right to restrict processing. You may ask us to restrict or suspend the processing of your data in specific situations, such as while we are verifying its accuracy or considering an objection you have raised.
The right to object. You have the right to object to processing based on our legitimate interests, and to object at any time to the use of your personal data for direct marketing.
The right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine readable format, or that we transmit it directly to another controller where technically feasible.
The right to withdraw consent. Where we rely on consent as the lawful basis for processing, you can withdraw that consent at any time.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. The latest version will always apply to the personal data we hold and will indicate the date it was last revised.
By continuing to use our services after changes take effect, you acknowledge that you have read and understood the updated Privacy Policy, to the extent permitted by applicable law.
