Privacy Policy - Leaves Green Carpet Cleaners

Leaves Green Carpet Cleaners is committed to protecting the privacy and personal data of all customers in our area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our carpet cleaning services, request a quote, make a booking, or otherwise interact with us. It applies to all Leaves Green Carpet Cleaners customers in area.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Leaves Green Carpet Cleaners acts as the data controller in relation to the personal data we collect and process for the delivery of our services.

We only process personal data where we have a lawful basis to do so and where it is necessary, relevant, and proportionate for the purpose concerned.

2. Personal Data We Collect

We may collect and process the following categories of information:

Identity details such as your name.
Contact details such as your address, phone number, and email address.
Service information such as property access details, cleaning preferences, requested appointment times, and notes related to the work to be carried out.
Transaction details such as payment status, invoices, and service history.
Communication records including enquiries, complaints, feedback, and correspondence.
Technical data if you interact with our online systems, which may include device or browser information and basic usage data.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service request, for example where access or safeguarding considerations must be recorded. Where such data is processed, we will do so only in compliance with applicable law and with appropriate safeguards.

3. How We Collect Your Data

We collect personal data in several ways, including:

Directly from you when you request a quotation, book a service, or communicate with us.
From your instructions or updates during the delivery of services.
From payment-related records where necessary to complete transactions.
From third parties acting on your behalf, such as a family member, landlord, letting agent, or business representative who arranges services for you.

4. How We Use Your Personal Data

We use personal data for the following purposes:

To provide carpet cleaning and related services.
To manage bookings, schedules, and service delivery.
To issue invoices, process payments, and maintain accounting records.
To respond to enquiries and customer requests.
To handle complaints and resolve service issues.
To maintain internal records and improve our services.
To comply with legal, regulatory, and tax obligations.

We will only use your data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose and that such use is permitted by law.

5. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. We rely on the following lawful bases where appropriate:

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes arranging quotations, bookings, service delivery, invoicing, and customer support related to services you have requested.

Legal Obligation

We may process personal data where it is necessary to comply with a legal obligation, such as tax, accounting, insurance, health and safety, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, internal record management, fraud prevention, quality control, and business improvement.

Consent

In limited situations, we may rely on your consent, for example if you choose to receive certain types of optional communication. Where consent is used, you may withdraw it at any time.

6. Retention of Personal Data

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

Retention periods may vary depending on the type of record and the reason it is held. In general:

Customer and service records are kept for a reasonable period after the service is completed to handle follow-up queries, complaints, or warranty-related matters.
Financial records are kept for the period required under tax and accounting law.
Communications may be retained for as long as necessary to maintain an accurate service history or to deal with disputes.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe and appropriate manner.

7. Processors and Sharing of Data

We may share personal data with trusted third parties who process data on our behalf. These third parties act as processors and are only permitted to process your information in accordance with our instructions and applicable law.

Examples of processors or categories of recipients may include:

Payment service providers who help us take and reconcile payments.
Accounting or bookkeeping providers who assist with financial administration.
IT and data storage providers who support our systems, email, or record management.
Scheduling or administrative service providers that help manage bookings and communications.

We may also disclose personal data where required by law, regulation, court order, or lawful request by public authorities. We do not sell personal data.

8. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to reflect the nature of the data we hold and the risks involved in processing it.

However, no method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limitations, these include:

The right to be informed about how your data is collected and used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure, also known as the right to be forgotten, in certain circumstances.
The right to restriction of processing in certain situations.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will respond in accordance with GDPR requirements. We may need to verify your identity before fulfilling your request.

10. Children’s Data

Our services are intended for adult customers or those arranging services on behalf of others. We do not knowingly collect personal data directly from children unless it is necessary in connection with a service arrangement and lawfully provided by an adult responsible for the booking.

11. International Transfers

If any personal data is transferred outside the UK, we will take steps to ensure that it is protected with appropriate safeguards and in accordance with applicable data protection law.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The updated version will apply from the date it is published or otherwise made available.

We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Key Principles

This policy is built around the following principles:

Lawfulness, fairness, and transparency in all data processing.
Purpose limitation so data is used only for clear and valid reasons.
Data minimisation so we collect only what is necessary.
Accuracy so records are kept up to date where possible.
Storage limitation so information is not kept longer than needed.
Integrity and confidentiality through suitable security measures.

By using our services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable data protection laws.