Bow Carpet Cleaning Privacy Policy

This Privacy Policy explains how Bow Carpet Cleaning collects, uses, stores, and protects personal data relating to our customers. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Bow Carpet Cleaning customers in our service area, including anyone who contacts us to request information, quotes, or services.

Who We Are

Bow Carpet Cleaning is a carpet and upholstery cleaning service provider. In the context of applicable data protection laws, Bow Carpet Cleaning is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.

Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of information we may collect include:

Personal identification details, such as your name and title.

Contact details, such as your address, general location, and preferred contact method.

Service-related information, such as property type, room details, descriptions of carpets, upholstery, or other items to be cleaned, and any relevant instructions or preferences.

Booking and transactional information, such as appointment dates and times, details of services provided, payment status, and basic invoice records.

Communication records, such as messages, enquiries, feedback, and complaints made by phone, in writing, or in person, including the date and subject of the communication.

Technical information, such as basic device or browser details collected automatically when you interact with our online content, and general usage data that helps us understand how customers find and use our services. We do not actively seek to collect special category data and we do not knowingly collect data relating to children in the course of our normal business activities.

How We Collect Personal Data

We collect personal data from you in several ways, including:

When you contact us by phone, online form, or other communication channels to request a quote or make a booking.

When you engage us to provide carpet or upholstery cleaning or related services at your property.

When you provide feedback, submit a review, or contact us with questions or complaints.

When you interact with our website or online content, where technical and usage data may be collected automatically through standard technologies.

Lawful Bases for Processing

We process your personal data only when we have a valid lawful basis to do so. Depending on the context, we rely on the following lawful bases:

Contract. We process your personal data to enter into and perform a contract with you, including providing quotes, arranging appointments, delivering cleaning services, processing payments, and administering your account or booking.

Legitimate interests. We process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, safeguarding our business and property, and keeping basic records of previous work for reference and quality control.

Legal obligations. We process personal data where necessary to comply with our legal and regulatory obligations, such as maintaining appropriate accounting and tax records, and responding to requests from competent authorities when required.

Consent. On occasion, we may rely on your consent, for example where you choose to receive certain types of optional marketing communications. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To respond to enquiries and provide quotes for carpet and upholstery cleaning and related services.

To schedule and manage bookings, including confirming appointments, sending updates, and rescheduling if necessary.

To deliver the services you have requested at your premises and to follow up regarding the quality and outcome of the work.

To manage billing, payments, and accounting, including issuing invoices and maintaining financial records.

To communicate with you about ongoing or future services, changes to our terms or policies, and important information relating to your booking.

To improve our services, processes, and customer experience, including through customer feedback and internal analytics.

To protect our business, address misuse, and manage disputes or claims.

To comply with legal and regulatory obligations applicable to our business activities.

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 or as separate controllers where appropriate.

These may include:

Service providers who help us operate our business, such as booking or scheduling tools, payment processors, accounting or invoicing services, and secure data storage providers.

Professional advisers, such as accountants, insurers, or legal advisers, where necessary for legitimate business purposes and compliance.

Regulators, law enforcement, or other authorities, where we are legally required or permitted to disclose personal data.

Where we use data processors, we ensure that appropriate contractual and technical safeguards are in place so that your personal data is processed only in accordance with our instructions, the law, and this Privacy Policy.

Data Retention

We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including providing services, meeting legal requirements, and managing potential disputes.

In general, we retain:

Basic customer and service records for as long as you remain an active customer and for a period afterwards to respond to queries, maintain service history, and manage any claims.

Financial and invoicing records for the periods required by tax and accounting laws.

Communication records for a reasonable period necessary to handle requests, complaints, and quality control.

When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise removed from our active records, subject to any legal obligations to retain it for longer.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or loss. These measures are designed to provide a level of security appropriate to the nature of the data and the risks associated with processing it.

Although we take reasonable steps to safeguard your personal data, no system can be completely secure. We encourage you to take care when providing personal information and to contact us if you suspect any misuse of your data in connection with our services.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

The right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, together with certain information about how it is used.

The right to rectification. You can ask us to correct or complete personal data that you believe is inaccurate or incomplete.

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. This right is subject to legal and contractual limitations.

The right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or handling an objection.

The right to object. You can object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will consider your objection and stop processing unless we have compelling legitimate grounds or we need to continue for legal reasons.

The right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used, machine readable format so that it can be transmitted to another organisation.

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

Privacy Policy Scope and Updates

This Privacy Policy applies to all Bow Carpet Cleaning customers within our service area and to anyone who contacts us in connection with our services. It does not apply to services provided by other companies that may be linked with or referenced by us, which will have their own privacy practices.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we handle personal data.

Contact and Complaints

If you have any 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 can contact us using the contact details provided on our customer communications or website.

If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant data protection supervisory authority. We would, however, appreciate the opportunity to address your concerns directly in the first instance.