Hoxton Carpet Cleaners Privacy Policy
This Privacy Policy explains how Hoxton Carpet Cleaners collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. We are committed to complying with all applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. By using our carpet and upholstery cleaning services, requesting a quote, or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Hoxton Carpet Cleaners customers and prospective customers within our service area, including individuals booking services for residential or commercial properties. Hoxton Carpet Cleaners is the data controller responsible for determining the purposes and means of processing your personal data.
Categories of Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identification and contact details, such as name, billing address, service address, and communication preferences.
Booking and service information, such as preferred appointment dates and times, details about the property or premises, specific cleaning requirements, and records of work performed.
Payment-related information, such as payment method details necessary to process transactions, along with invoices, receipts, and records of payments. Card details are processed securely by payment processors and are not stored in full by us where this is not necessary.
Communication data, such as email correspondence, messages, and notes from telephone conversations relating to quotes, bookings, customer support, and complaints.
Technical and usage information, where applicable, such as anonymised or aggregated data about how you interact with our website or online booking tools, including device and browser information and basic analytics data.
How We Collect Personal Data
We collect personal data in several ways:
Directly from you when you contact us by phone, online forms, or other communication methods to request information, a quote, or a booking.
During the performance of our services when our personnel attend your premises and record details relevant to the work carried out.
From third party service providers, such as payment processors or booking platforms, when they transmit information to us so that we can confirm and perform your booking.
Automatically, where applicable, via cookies or similar technologies used for basic website analytics or functionality.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under the UK GDPR. The main purposes and lawful bases are as follows:
To provide quotes and respond to enquiries: We process your contact and enquiry details to respond to your requests and provide price estimates. The lawful basis is our legitimate interest in operating and growing our business and responding to potential customers.
To perform and manage contracts: We process your identification, contact, and booking information to confirm appointments, deliver cleaning services, take payment, and provide customer care. The lawful basis is the performance of a contract with you or steps taken at your request prior to entering into a contract.
To manage payments and accounting: We use payment and transaction data for billing, accounting, tax compliance, and financial reporting. The lawful bases are performance of a contract and compliance with legal obligations.
To communicate with you about services: We may contact you about appointment reminders, updates, changes to services, or service confirmations. The lawful bases are performance of a contract and our legitimate interest in effective service delivery.
To send marketing communications: Where permitted by law, we may use your contact details to send information about promotions or new services. The lawful basis is your consent where required, or our legitimate interest in promoting our services. You can opt out of marketing at any time.
To improve our services and website: We may use anonymised or aggregated usage and feedback data to analyse performance and enhance our services. The lawful basis is our legitimate interest in improving and developing our business.
To comply with legal obligations and protect our rights: We may process data where necessary to comply with applicable laws, respond to lawful requests, or establish, exercise, or defend legal claims. The lawful bases are legal obligation and our legitimate interests.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.
Customer and booking records are generally stored for a period that allows us to manage ongoing services, handle queries or complaints, and maintain reliable financial records. This may typically be up to six years after the end of our relationship with you, in line with tax and accounting rules.
Marketing data is retained until you withdraw your consent where this is the lawful basis, or until you object to processing where we rely on legitimate interests, or after a reasonable period of inactivity.
We may retain certain data for longer where required by law or where necessary for the establishment, exercise, or defence of legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as processors on our behalf, or in limited circumstances as independent controllers, where this is necessary for the purposes set out in this Privacy Policy.
Categories of recipients may include:
Payment service providers who process payments for our services and manage related transactions.
IT and hosting providers who supply and maintain our business systems, website, and data storage solutions.
Customer relationship management and booking system providers who help us organise bookings, schedules, and customer communications.
Professional advisers such as accountants or legal advisers where necessary for business operations, compliance, or the protection of our rights.
Public authorities and law enforcement agencies where required by law or to respond to valid legal requests.
All processors acting on our behalf are required to process your data only in accordance with our instructions, implement appropriate security measures, and maintain the confidentiality and integrity of your information.
International Transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your data, such as using standard contractual clauses or ensuring that the recipient is located in a country with an adequacy decision.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures may include secure storage, access controls, encryption or pseudonymisation where appropriate, regular review of procedures, and staff awareness measures.
While we take reasonable steps to protect your personal data, no system or transmission can be guaranteed fully secure. You are encouraged to take care when sharing information and to inform us promptly if you believe your data may have been compromised in connection with our services.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These include:
Right of access: You can request confirmation that we process your personal data and obtain a copy of the data we hold about you.
Right to rectification: You can request that we correct inaccurate or incomplete personal data.
Right to erasure: You can request that we delete your personal data where there is no compelling reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected.
Right to restriction of processing: You can request that we temporarily restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.
Right to object: You can object to processing based on our legitimate interests, including profiling related to those interests, and you can object at any time to the use of your data for direct marketing.
Right to data portability: You can request that we provide your personal data in a structured, commonly used, machine readable format, or transfer it to another controller where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
Complaints and Contact
If you have questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you may contact us using the usual contact details published on our website or other official Hoxton Carpet Cleaners materials.
You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you are unhappy with how we have used your data. In the United Kingdom, this is the Information Commissioners Office.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data processing practices. The most current version will always apply to the personal data we process. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
