Mayfair Carpet Cleaning Privacy Policy

This Privacy Policy explains how Mayfair Carpet Cleaning collects, uses, stores, and protects personal data relating to customers within our service area. It is intended to comply with the General Data Protection Regulation and applicable data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Mayfair Carpet Cleaning customers in our service area, including individuals, households, landlords, tenants, and business clients who request or use our carpet cleaning and related services.

For the purposes of data protection law, Mayfair Carpet Cleaning acts as the data controller. This means that we determine the purposes and means of processing your personal data.

Types of Personal Data We Collect

We collect and process different categories of personal data in connection with our services. The categories of data we may collect include:

Identification and contact details, such as name, title, billing address, service address, and any contact preferences that you provide.

Booking and service information, such as preferred appointment dates and times, details of the areas to be cleaned, access instructions, property type, and any special requests you choose to share.

Contract and transaction details, including records of the services we provide, amounts charged, payment status, and limited payment-related information necessary to confirm that payment has been made. We do not store full payment card details where payment is processed by external payment providers.

Communication records, including enquiries, messages, feedback, and complaints you send to us via telephone, online forms, or written correspondence, along with our responses.

Technical and usage data, where applicable, such as basic information about how you interact with our website or online booking system, including the date and time of visits and pages viewed, captured via standard logging tools.

Marketing preferences, including whether you have consented to receive marketing updates about our services and your choices regarding how we contact you.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection laws. Depending on the context, we rely on the following lawful bases:

Performance of a contract: We use your personal data to provide our services, manage bookings, confirm appointments, deliver carpet cleaning and related services, issue invoices, and handle any aftercare matters such as follow up queries or complaints.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include improving our services, managing our relationship with you, obtaining feedback, preventing fraud, and keeping basic records to demonstrate the quality and consistency of our work.

Legal obligations: We process certain information to comply with legal or regulatory obligations, such as record-keeping requirements for tax and accounting purposes.

Consent: In some cases, we may rely on your consent, for example, to send you direct marketing messages about promotions or new services that are not strictly necessary for providing an existing service to you. Where we rely on consent, you can withdraw it at any time by contacting us or by using any opt-out method we provide.

How We Use Your Personal Data

We use the personal data we collect to:

Provide and manage our carpet cleaning and related services at your property or premises.

Communicate with you about appointments, changes, cancellations, or follow up visits.

Issue quotes, invoices, and payment confirmations.

Handle enquiries, feedback, and complaints.

Improve our services and internal processes, including staff training and quality control.

Send carefully selected marketing communications if you have consented or where permitted by law, and manage your marketing preferences.

Maintain our business records and comply with applicable legal obligations.

Data Retention

We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

Customer records relating to bookings, service history, and invoicing are typically kept for a period that allows us to manage ongoing relationships, respond to queries about past work, and comply with tax and accounting obligations. After this period, data is securely deleted or anonymised.

Where we rely on your consent for marketing communications, we will continue to process your contact details for that purpose until you withdraw your consent or object to further marketing, at which point we will stop sending such communications and securely remove or suppress your details from our marketing lists.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties that process data on our behalf. These third parties act as data processors and are only permitted to use your data in accordance with our instructions and for specified purposes.

Examples of processors and third parties we may use include:

Payment processing and merchant service providers that handle card or electronic payments for our services.

Accounting or invoicing systems used to manage our financial records.

Customer relationship management and booking platforms that help us schedule and manage appointments and store customer information securely.

IT support, hosting, and cloud service providers that maintain our digital systems and infrastructure.

Professional advisers such as accountants or legal advisers where necessary to comply with legal obligations or to protect our rights.

Where required by law, we may also share data with regulatory authorities, law enforcement bodies, or courts. We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.

International Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or other recognised transfer mechanisms.

Security of Your Personal Data

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it for their role, using secure systems and passwords, and maintaining appropriate data backup and security procedures.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and legal limitations:

Right of access: You have the right to request confirmation as to whether we process your personal data and, if so, to obtain a copy of that data and certain related information.

Right to rectification: You have the right to ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure: You may request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected and we are not required to keep it for legal reasons.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain circumstances, such as where the accuracy of the data is disputed or you have objected to processing.

Right to object: You have the right to object to processing that is based on our legitimate interests, including profiling, and we will stop processing your data unless we can demonstrate compelling legitimate grounds. You also have the right to object at any time to the use of your data for direct marketing.

Right to data portability: In some cases, you may request that we provide certain personal data to you or to another organisation in a structured, commonly used, and machine-readable format.

Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact methods detailed on our website or other service documentation. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe that your privacy rights have been infringed. We encourage you to contact us first so that we can try to address your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data, or legal and regulatory developments. Any updated version will be made available through our usual communication channels and will include a revised effective date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.