Carpet Cleaning EN5 Privacy Policy
This Privacy Policy explains how Carpet Cleaning EN5 collects, uses, discloses and protects personal data relating to customers and prospective customers in the EN5 area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Carpet Cleaning EN5 customers and individuals who enquire about or use our services in the EN5 area, whether you contact us online, by phone, or in person.
Who We Are and Scope of This Policy
Carpet Cleaning EN5 provides carpet and related cleaning services to residential and commercial customers in the EN5 area. For the purposes of data protection law, Carpet Cleaning EN5 is the data controller for the personal data we process in connection with providing our services, managing customer relationships, marketing, and operating our business.
This policy covers personal data processed about customers, prospective customers, and persons who act on behalf of customers, such as tenants, landlords, and property managers within the EN5 area.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identity and contact details, such as your name, title, address, postcode, and any other contact details you choose to provide. Service and property details, such as property type, access instructions, room descriptions, areas to be cleaned, photographs or notes relating to the condition of carpets or furnishings where provided, and preferred dates and times for appointments. Communication records, such as enquiries, booking confirmations, emails, text messages, and notes of conversations relating to your service. Billing and transaction data, such as invoices, payment amounts, payment status, and methods of payment. Note that we do not store full payment card numbers; these are processed by our chosen payment service provider. Marketing preferences, such as whether you have consented to receive updates, offers or reminders, and your preferred communication channels.
How We Collect Your Personal Data
We collect personal data from you in several ways:
When you contact us to request a quote or make a booking. When you use our services and we attend your property to provide cleaning services. When you communicate with us by phone, text message, or any other communication channel. When third parties provide your details to us in order to arrange services on your behalf, for example a landlord, letting agent or property manager providing your contact details and property information so we can carry out cleaning services at your address. When we generate information in the course of providing our services, such as service notes, job records, and invoice records.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide quotes and deliver our services. We use your contact, property and service information to prepare quotations, confirm bookings, attend your property, and complete cleaning work. The lawful basis is that processing is necessary for the performance of a contract with you, or to take steps at your request prior to entering into a contract. To manage customer accounts and payments. We process invoices, transaction records and related information to manage billing, process payments, recover debts and maintain our financial records. The lawful basis is performance of a contract and our legitimate interest in operating our business and keeping accurate financial records. To communicate with you. We use your contact details and communication records to reply to your enquiries, send confirmations and updates about appointments, notify you of changes or cancellations, and respond to any complaints or queries. The lawful bases are performance of a contract and our legitimate interests in ensuring good customer service and effective communication. To send direct marketing. We may use your contact details to send information about similar services that may be of interest to you, such as maintenance cleans or special offers. The lawful basis is our legitimate interests in promoting our services. Where required by law, we will obtain your consent before sending marketing. You can opt out of marketing at any time. To improve our services and operations. We may use service history, feedback, and interaction data to analyse performance, improve our services and train staff. The lawful basis is our legitimate interests in developing and improving our business. To comply with legal obligations. We may process and retain certain records where needed to comply with legal, tax, and regulatory obligations. The lawful basis is compliance with a legal obligation.
Data Sharing and Use of Processors
We do not sell your personal data to third parties. We may share your personal data with:
Service providers acting as data processors who support our business operations, such as payment processing providers, accounting and invoicing systems, customer management systems, and IT or cloud storage providers. These processors act on our instructions, are subject to contractual obligations to protect your data, and may not use your data for their own purposes. Professional advisers such as accountants or legal advisers where reasonably necessary for the management of our business, compliance, or the establishment, exercise or defence of legal claims. Other parties where this is required by law, court order, or regulatory authority, or where we reasonably consider it necessary to protect our rights, property, or safety.
Where processors are located or store data outside the UK, we will ensure that appropriate safeguards are in place, such as standard data protection clauses or other mechanisms required by data protection law.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting requirements.
In general, we keep customer and service records, including invoices and key communication records, for up to six years after the end of our relationship with you in line with tax and limitation period requirements. Basic contact details and service histories used for marketing or reminder purposes may be retained for a longer period while you remain an active or recent customer, unless you object or withdraw consent where consent is relied upon. Where personal data is no longer required for the purposes for which it was collected, we will delete it or anonymise it so it can no longer be linked to an identifiable individual.
Your Data Protection Rights
As an individual in the EN5 area whose personal data we process, you have a number of rights under data protection law. These include:
Right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it. Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data. Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing. Right to restriction. You can ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised. Right to object. You have the right to object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims. You also have an absolute right to object to direct marketing at any time. Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller where technically feasible. Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
If you wish to exercise any of these rights, please contact us using the contact methods you normally use to communicate with Carpet Cleaning EN5. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have concerns about how Carpet Cleaning EN5 handles your personal data, you can contact us and we will do our best to resolve your issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know, using secure systems for storage and transmission where appropriate, and providing staff with guidance on handling personal data responsibly.
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 to all Carpet Cleaning EN5 customers in the EN5 area from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
