Carpet Cleaning E5 Privacy Policy
This Privacy Policy explains how Carpet Cleaning E5 collects, uses, stores, and protects personal data relating to our customers and potential customers in the E5 area. It also explains your rights under data protection law, including the UK General Data Protection Regulation and related legislation. By using our carpet cleaning services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.
Scope and Who This Policy Applies To
This Privacy Policy applies to all Carpet Cleaning E5 customers and prospective customers within the E5 area, including individuals booking services for domestic properties and representatives of businesses, landlords, or managing agents arranging services for commercial or rental properties in the area.
Personal Data We Collect
We collect and process different categories of personal data in order to provide our carpet cleaning services and manage our relationship with you. The types of data we may collect include:
Identification and contact details, such as your name, address, property location, and other contact information you provide to us in order to make or manage a booking.
Service-related information, such as details of the services you request, dates and times of appointments, access instructions for the property, and any specific notes you provide regarding the work to be carried out.
Payment and billing information, such as billing address and limited transaction details needed to process payments through our chosen payment processors. We do not store full payment card details; these are processed securely by our payment processing partners.
Communication records, such as information you share when you contact us by phone, through online forms, or by other means, including quotations requested, enquiries, feedback, and complaints.
Technical data, where applicable, such as basic usage data relating to visits or interactions with our online content, limited to what is necessary to operate and improve our services.
How We Collect Personal Data
We collect personal data directly from you when you contact us to request a quote, make a booking, arrange a visit, or ask a question about our services. We may also collect data when you interact with our online forms, respond to our communications, or provide feedback after a service is completed.
In some cases we may receive information from third parties, such as letting agents, landlords, or business clients who provide your details to arrange a service at your property. Where this occurs, we take reasonable steps to ensure that these third parties have a lawful basis to share your information with us.
Lawful Basis for Processing Personal Data
We only process personal data where we have a lawful basis under applicable data protection laws. Depending on the circumstances, we may rely on the following lawful bases:
Performance of a contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide carpet cleaning services, issue quotations, or manage bookings and payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include using your data to manage our business operations, improve our services, prevent fraud, protect our property and personnel, and respond to your enquiries.
Legal obligations: We may process personal data where necessary to comply with legal obligations, such as maintaining records for tax and accounting purposes or responding to lawful requests from public authorities.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide our carpet cleaning services, including scheduling appointments, attending your property, and carrying out the requested work.
To communicate with you about quotations, bookings, changes to appointments, and updates relating to the services you request.
To process payments, issue invoices and receipts, and manage billing and accounting records.
To respond to your enquiries, feedback, or complaints and to provide customer support.
To manage and improve our operations, including staff scheduling, quality control, and service development.
To maintain records required by law and to comply with applicable legal and regulatory requirements.
Data Processors and Third Parties
We may share your personal data with trusted third-party service providers acting as data processors who assist us in operating our business and delivering our services. These may include:
Payment processing providers that handle your payment transactions securely.
IT and hosting service providers that support our booking, communication, and data storage systems.
Accountants or professional advisers who assist us with financial and legal obligations.
Courier or logistics services used only if necessary to deliver or collect items related to our services.
All such processors are required to process your personal data only in accordance with our documented instructions, to keep it secure, and to comply with applicable data protection laws. We do not sell or rent your personal data to third parties.
International Data Transfers
Where any of our service providers or their systems are located outside the United Kingdom or the European Economic Area, we take appropriate safeguards to ensure that your personal data is afforded an equivalent level of protection. These safeguards may include the use of standard contractual clauses approved under applicable data protection laws or reliance on other recognised transfer mechanisms.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected and to meet legal, accounting, or reporting requirements.
Customer and service records are generally retained for a period that allows us to address queries, manage repeat bookings, and comply with tax and accounting rules. After the applicable retention period expires, we will either securely delete or anonymise your personal data so that it can no longer be associated with you.
The specific retention period may vary depending on the nature of the data and our legal obligations, but we always apply the principle of keeping data no longer than is necessary.
Data Security
We implement appropriate technical and organisational measures designed to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include access controls, where only staff who need to process your personal data for business purposes are granted access, and the use of secure systems and safeguards for data storage and communications.
While we strive to protect your personal data, no system is completely secure. We therefore cannot guarantee absolute security, but we are committed to maintaining a high level of protection and reviewing our measures regularly.
Your Data Protection Rights
Under data protection law, you have a range of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but we will always handle any request in accordance with the law. Your rights may include:
The right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data.
The right to erasure: In certain circumstances, you can request the deletion of your personal data where there is no longer a valid reason for us to keep it.
The right to restrict processing: You can request that we restrict our processing of your personal data in specific situations, such as while we are considering a request to rectify or erase it.
The right to object: You can object to certain types of processing based on our legitimate interests, and we will stop processing unless we can demonstrate compelling legitimate grounds.
The right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format so that it can be transmitted to another controller.
Exercising Your Rights
If you wish to exercise any of your data protection rights or have questions about how we process your personal data, you can contact us using the contact details provided on our main service information materials or website. We may need to verify your identity before responding to your request to ensure that your data is protected.
You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve any issues directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
