Privacy Policy - Rush Green Carpet Cleaners

This Privacy Policy explains how Rush Green Carpet Cleaners collects, uses, shares, stores, and protects personal data when providing services to customers in the Rush Green area. It applies to all Rush Green Carpet Cleaners customers in area, including residential and commercial clients, and covers data collected through bookings, site visits, communications, service delivery, invoicing, and follow-up interactions.

1. Who We Are

Rush Green Carpet Cleaners is a service provider that handles personal data in order to arrange and deliver carpet cleaning and related services. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller for the personal information we collect and use in the course of operating our business.

2. Personal Data We Collect

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

Identity information such as your name, title, and business name where applicable;
Contact information such as phone number, email address, and service address;
Booking details including appointment dates, service preferences, access notes, and job history;
Payment and billing information such as invoices, payment status, and transaction records;
Communication records including enquiries, complaints, feedback, and any correspondence with us;
Service-related notes such as stain types, fabric care requirements, and other information needed to complete the cleaning safely and effectively;
Technical data if you interact with us online, such as basic device, browser, and usage information generated by standard website tools or security logs;
Special category data only where you voluntarily provide it and only if it is necessary for a specific service issue, such as health-related access needs or allergy-related instructions.

We do not seek to collect unnecessary information. If you provide us with personal data about another person, you should only do so if you have the right to share it with us.

3. How We Use Personal Data

Rush Green Carpet Cleaners uses personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange and manage appointments;
to deliver carpet cleaning and related services;
to communicate about bookings, changes, and service updates;
to issue invoices, receive payments, and maintain financial records;
to keep records of completed jobs for service quality, warranty handling, and dispute resolution;
to improve our services, training, and customer experience;
to meet legal, regulatory, accounting, and insurance obligations;
to protect our business, staff, customers, and property against fraud, misuse, or security incidents.

We will only use your personal data for a purpose that is compatible with the reason it was collected or where we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, Rush Green Carpet Cleaners may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes booking services, delivering cleaning work, managing appointments, and handling payment or billing arrangements.

Legal Obligation

We may process and retain data where necessary to comply with legal duties, including tax records, accounting requirements, business compliance, and lawful responses to public authority requests.

Legitimate Interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include maintaining records, preventing fraud, improving services, responding to complaints, and securing our systems. Where we rely on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Consent

In limited situations, we may rely on your consent, particularly for optional marketing communications or for processing certain sensitive information that you choose to provide. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These organisations act as processors when they process data on our instructions and for specified purposes only. Examples may include:

payment service providers;
accounting and bookkeeping providers;
cloud storage and business software providers;
IT support and cybersecurity providers;
customer communication and scheduling tools;
professional advisers such as insurers, lawyers, or auditors where necessary.

We require processors to take appropriate technical and organisational measures to protect personal data and to use it only for the purposes we specify. We do not sell personal data. We may also disclose information if required by law, court order, regulator, or to protect the rights, safety, or security of our customers, staff, or business.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, tax, insurance, or dispute-resolution requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records are kept for a reasonable period to manage repeat services, complaints, and evidence of work completed;
Financial records are retained for the period required by law and standard accounting practice;
Communication records are retained as long as needed to respond to queries and resolve issues;
Marketing data is retained until you withdraw consent or object, where applicable;
Technical logs are kept for short periods unless needed for security investigations.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use appropriate security measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include password protection, access controls, encryption where appropriate, secure storage, and staff awareness procedures. While no system can be guaranteed to be completely secure, we work to maintain a level of security appropriate to the nature of the data we handle.

8. International Transfers

Where personal data is stored or processed outside the UK, we ensure appropriate safeguards are in place to protect your information in line with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or similar legal protections.

9. Your Rights

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

The right to be informed about how your data is used;
The right of access to request a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete data;
The right to erasure in certain circumstances, also known as the right to be forgotten;
The right to restrict 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 relating to automated decision-making, if such processing is ever used.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before acting on a request. Some rights may not apply in every case, particularly where we must keep information for legal or contractual reasons.

10. Children’s Data

Our services are not directed at children as a separate category of customers. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult for a legitimate service-related purpose. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or how we handle personal data. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Fair and Transparent Processing

We are committed to processing personal data fairly, lawfully, and transparently. Our approach is based on data minimisation, purpose limitation, accuracy, storage limitation, security, and accountability. We aim to ensure that the information we collect is relevant, kept up to date where appropriate, and handled in a manner that respects your privacy.

Effective scope: This Privacy Policy applies to all Rush Green Carpet Cleaners customers in area and is intended to provide clear information about how personal data is handled in connection with our services.