Privacy Policy - Belmont Carpet Cleaners

Effective date: This Privacy Policy applies to all Belmont Carpet Cleaners customers in area and explains how we collect, use, store, share, and protect personal data 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. Please read this policy carefully to understand what information we collect, why we collect it, and the rights available to you.

1. Who this policy applies to

This Privacy Policy applies to all Belmont Carpet Cleaners customers in area, including individuals who:

request quotes or make enquiries;
book carpet cleaning or related services;
receive services at home, business premises, or another location;
communicate with us by phone, email, or other means;
visit or use any digital services connected with our operations, where applicable.

It also applies where we process personal data of individuals connected to a booking, such as household members, building managers, or on-site contacts.

2. Data we collect

We only collect personal data that is necessary for operating our services, managing our relationship with you, and meeting legal obligations. The types of data we may collect include:

2.1 Information you provide directly

Identity details such as your name and, where relevant, the name of a business or household contact;
Contact details such as address, telephone number, and email address;
Service information including booking dates, property access details, cleaning requirements, and service preferences;
Payment-related information necessary to process invoices and payments;
Communications including messages, complaints, feedback, and correspondence relating to our services;
Special instructions you provide about carpets, stains, occupancy, access, or safety concerns.

2.2 Information collected automatically or indirectly

Transaction records showing services requested, completed, cancelled, or refunded;
Technical or usage data if you interact with our digital systems, such as device type or basic usage logs;
Location or access data limited to what is needed to attend premises and deliver the requested service;
Service performance records such as attendance, scheduling, and work completion notes.

We do not intentionally collect more data than is reasonably required for our business activities. We do not seek to collect special category data unless it is incidentally provided and necessary to address a specific issue, such as an allergy concern or safety matter, in which case we process it carefully and only where permitted by law.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to schedule, deliver, and manage cleaning services;
to confirm appointments and communicate about service changes;
to process payments, invoices, and accounting records;
to handle complaints, aftercare queries, and customer support;
to maintain our business records and service quality;
to comply with legal, tax, insurance, and regulatory obligations;
to protect against fraud, misuse, or security incidents;
to improve our operations, service planning, and customer experience.

We will always limit our use of personal data to what is relevant and necessary for a specific purpose.

4. Lawful basis for processing

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

4.1 Contract

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

4.2 Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service administration, record-keeping, business development, quality assurance, and defending legal claims.

4.3 Legal obligation

We process certain personal data where required to comply with the law, including tax, accounting, insurance, and regulatory requirements.

4.4 Consent

In limited cases, we may rely on your consent, for example where you provide information that is not otherwise necessary for our service or where law requires consent. If we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing personal data and processors

We may share personal data only where necessary and with appropriate safeguards. We do not sell your personal data. When we engage third parties to process data on our behalf, they act as processors and are required to handle data only under our instructions and in compliance with data protection law.

5.1 Categories of processors

Payment processors to handle card or electronic payments securely;
Accounting and bookkeeping providers for financial records and compliance;
IT and cloud service providers for storage, email, scheduling, or system support;
Customer communication tools used to manage service messages or appointment reminders;
Website or analytics providers where relevant to our digital systems;
Professional advisers such as insurers, legal advisers, or auditors;
Subcontractors or service partners assisting in service delivery, where applicable.

Some processors may store data outside the UK. If this occurs, we will ensure appropriate transfer safeguards are in place, such as approved contractual protections or other lawful transfer mechanisms.

5.2 Other disclosures

We may also disclose personal data where required by law, to enforce our terms, to protect our rights or the safety of others, or in connection with a business transfer or restructuring. Any such disclosure will be limited to what is necessary.

6. Retention of personal data

We retain personal data only for as long as necessary for the purpose for which it was collected, including meeting legal, accounting, or reporting requirements. The retention period may vary depending on the type of data and the reason for processing.

Customer and booking records are usually retained for a reasonable period after the service relationship ends to handle queries, complaints, or legal claims;
Financial records are kept for the period required by tax and accounting law;
Communication records are retained for as long as needed to respond to requests and maintain service history;
Consent-based data is kept until consent is withdrawn or the purpose no longer exists.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. Retention decisions are reviewed periodically to ensure we do not keep data longer than necessary.

7. Security of personal data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, limited user permissions, and staff confidentiality obligations.

Although we take reasonable steps to protect information, no system is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate action and notify relevant parties where required by law.

8. Your rights

As a data subject under UK GDPR, you have rights in relation to your personal data. These rights may be subject to legal conditions or exemptions.

8.1 Right of access

You may request confirmation of whether we process your personal data and obtain a copy of that data.

8.2 Right to rectification

You may ask us to correct inaccurate or incomplete personal data.

8.3 Right to erasure

You may request deletion of your personal data where there is no good reason for us to continue processing it, subject to legal retention duties.

8.4 Right to restriction

You may ask us to restrict the processing of your data in certain circumstances, such as while a correction request is being reviewed.

8.5 Right to object

You may object to processing based on legitimate interests. Where we rely on those interests, we will assess whether our grounds override your objection.

8.6 Right to data portability

Where applicable, you may receive certain data in a structured, commonly used, machine-readable format and request that it be transferred to another controller.

8.7 Rights relating to consent

Where processing is based on consent, you may withdraw that consent at any time.

How to exercise your rights: You can make a request through the appropriate customer service or administrative channel used by Belmont Carpet Cleaners. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. Children’s data

Our services are generally directed to adults and businesses. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in connection with a service booking or access arrangement. If we become aware that we hold personal data collected inappropriately from a child, we will take steps to delete it where required.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The most current version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Additional information

This policy is intended to provide a clear summary of how Belmont Carpet Cleaners handles personal data. We strive to process information in a way that is lawful, transparent, and respectful of your privacy. Where there is any conflict between this policy and applicable law, applicable law will prevail.

In short: we collect only the personal data needed to provide and manage our services, we process it on a valid legal basis, we share it only with necessary processors and other permitted recipients, we keep it only as long as needed, and we respect your legal rights.