Privacy Policy - Carpet Cleaners EN5

Last updated: This Privacy Policy explains how Carpet Cleaners EN5 collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners EN5 customers in the EN5 area, including anyone who enquires about, books, receives, or pays for our carpet cleaning services.

We are committed to handling personal data in a fair, transparent, and lawful way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners EN5 provides domestic and commercial carpet cleaning services. In providing these services, we may collect and process personal data about customers, property owners, tenants, authorised representatives, and other individuals connected with a booking.

For the purposes of data protection law, Carpet Cleaners EN5 acts as the data controller for the personal data described in this policy. This means we decide why and how your personal data is processed.

2. Personal Data We Collect

We only collect data that is necessary for us to deliver our services, manage customer relationships, and meet legal obligations. The types of personal data we may collect include:

Identity data: your name, and where relevant, the name of an authorised contact or business representative.
Contact data: address, email address, telephone number, and other communication details you provide.
Booking and service data: service type, appointment details, property access instructions, cleaning preferences, and service history.
Payment data: payment status, billing records, and limited transaction information. We do not retain more payment information than is necessary.
Correspondence data: messages, queries, complaints, reviews, or other communication with us.
Technical data: basic information such as device, browser, or IP address if collected through digital systems used for administration or security.

We do not intentionally collect special category data unless you choose to share it with us and it is necessary for the service, such as information about allergies or health conditions that may affect access or cleaning procedures. If such data is shared, we will process it only where a lawful basis applies and where extra safeguards are appropriate.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

make an enquiry or request a quote;
book a service;
communicate with us by phone, email, text, or other means;
provide access instructions or service preferences;
make a payment or request an invoice;
submit feedback, a complaint, or a review.

We may also receive data from third parties when necessary to complete a booking or service, such as a property manager, landlord, tenant, or person acting on your behalf.

4. Lawful Basis for Processing

We only process personal data when we have a lawful basis under UK GDPR. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging appointments, delivering cleaning services, sending confirmations, and managing invoices.

Legal obligation

We may process and retain certain information where required to comply with legal obligations, such as tax, accounting, or regulatory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, record keeping, quality control, fraud prevention, and responding to enquiries or complaints.

Consent

In limited situations, we may rely on your consent, for example where we need to use optional data that is not necessary for the core service. Where consent is used, you may withdraw it at any time.

Vital interests

In rare circumstances, we may process data to protect someone’s vital interests, such as where urgent action is needed to prevent serious harm.

5. How We Use Your Data

We use personal data for the following purposes:

to provide and manage carpet cleaning services;
to confirm bookings and service details;
to prepare quotes, invoices, and receipts;
to communicate with you before, during, and after a service;
to handle complaints, disputes, or customer support requests;
to maintain accurate business records;
to meet legal, tax, and accounting obligations;
to improve our operations and customer service;
to protect against misuse, fraud, or security incidents.

We will not use your personal data for purposes that are incompatible with those stated in this policy unless we have a lawful reason to do so.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason it is held.

Customer service and booking records: kept for a reasonable period to manage service history, disputes, and repeat bookings.
Financial and tax records: kept for the period required by law.
Correspondence and complaint records: kept for as long as needed to resolve the matter and for a limited period afterwards.
Consent-based information: kept until you withdraw consent or it is no longer needed.

When data is no longer required, we will delete, anonymise, or securely destroy it.

7. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to support our business operations. These processors only process personal data on our instructions and are required to protect it appropriately.

Examples of processors may include:

payment processing providers;
accounting or bookkeeping services;
email, messaging, or appointment management systems;
IT support, data storage, or cloud service providers;
customer administration tools and document storage systems.

We may also share data with professional advisers, insurers, or public authorities where necessary and lawful. We do not sell personal data.

Where processors or third parties act outside the UK, we will take appropriate steps to ensure your data is protected, including suitable contractual safeguards where required.

8. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality practices, and limited data access on a need-to-know basis.

Although we work to protect your information, no method of transmission or storage is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable law.

9. Your Rights Under GDPR

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

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Please note: some rights may not apply in all cases, especially where we must keep information to comply with legal obligations or defend a legal claim.

10. Cookies and Similar Technologies

If we use digital systems that place cookies or similar technologies on a device, these may be used for functionality, security, or analytical purposes. Where required by law, we will provide appropriate information and obtain consent before placing non-essential cookies.

11. Children’s Data

Our services are intended for adults and business customers arranging carpet cleaning services. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer and is necessary for the service. If you believe we have collected a child’s data in error, please contact us so we can review and delete it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Any updated version will apply from the date it is published or otherwise communicated.

13. How to Exercise Your Rights

If you wish to exercise any of your GDPR rights, please provide enough information for us to identify you and understand your request. We may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

By using Carpet Cleaners EN5 services in the EN5 area, you acknowledge that you have read and understood this Privacy Policy.