Carpet Cleaners E3 Privacy Policy
This Privacy Policy explains how Carpet Cleaners E3 collects, uses, stores and protects personal data relating to our customers and prospective customers in our service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Carpet Cleaners E3 customers and prospective customers in our service area, including individuals, households and business clients who request or use our carpet, upholstery, or related cleaning services. Carpet Cleaners E3 is the data controller in respect of the personal data we collect and process about you.
Types of Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The main types of data we may collect include:
Identification and contact details, such as your name, address, postcode, and preferred contact method.
Service and booking information, such as details of the property or premises where work is to be carried out, access instructions, dates and times of appointments, records of services provided, and any special instructions you give us.
Billing and payment information, such as billing address, limited payment details as necessary to process your payment, and records of invoices and payments. We do not store full card details when using third-party payment processors.
Communication records, such as enquiries, booking confirmations, messages, complaints, feedback, and notes from calls or conversations relating to the services you request.
Technical and usage information, such as basic information about how you use our online presence where applicable, including device type, approximate location, pages viewed and similar diagnostic data, collected using standard technologies such as cookies or similar tools where in use and permitted by law.
How We Collect Your Data
We may collect personal data directly from you when you contact us to request a quote or make a booking, when you speak with a member of our team, or when you give us information at your premises. We may also collect data when you use our website or online tools where available, including through forms, cookies and similar technologies.
In some cases, we may receive information about you from third parties, for example if a letting agent, landlord, tenant, or other third party arranges cleaning services at your property on your behalf. In such cases, we only process the information necessary to provide and manage the requested services.
Lawful Bases for Processing
We process your personal data only where we have a valid lawful basis under the UK General Data Protection Regulation. Depending on the context, the lawful bases we rely on are:
Contract. We process your data where it is necessary to enter into or perform a contract with you, such as arranging appointments, confirming bookings, providing cleaning services, issuing invoices and managing payments.
Legal obligation. We may process and retain certain information where we are required to do so by law, for example for tax and accounting requirements or to respond to lawful requests from regulatory or law enforcement authorities.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and those interests are not overridden by your rights. This may include managing our business operations, improving our services, keeping records of work carried out, communicating with you about your existing bookings, and pursuing or defending legal claims.
Consent. In limited circumstances we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you are free to withdraw it at any time, and withdrawing consent will not affect the lawfulness of processing carried out before your withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide, schedule and manage our carpet and upholstery cleaning services and any related services you request.
To communicate with you about quotes, bookings, changes to appointments, and information necessary for the performance of our services.
To manage our customer records, including maintaining service histories, invoices and payment records.
To handle questions, feedback, complaints and disputes.
To comply with our legal and regulatory obligations, including taxation, accounting and record-keeping requirements.
To maintain and improve our business operations, including quality control, training, and service development.
To send you relevant information about our services where this is permitted by law and where you have not opted out of such communications.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf, meaning they process personal data for us and under our instructions. These processors may include:
IT service providers who host or support our systems, including booking tools, email services and customer management systems.
Payment processors who handle card and other electronic payments in a secure manner.
Professional advisers such as accountants or legal advisers where necessary for our legitimate interests and legal obligations.
Where we use processors, we take steps to ensure that they provide adequate safeguards for your personal data, including written agreements requiring them to keep your data secure, process it only in accordance with our instructions, and delete or return it when it is no longer needed.
We may also share your data when required by law, for example with law enforcement or regulatory bodies, or where it is necessary to protect our rights, your safety, or the safety of others.
Data Retention
We retain your personal data only for as long as is necessary for the purposes described in this Privacy Policy or to meet legal, accounting or reporting requirements.
In general, we keep customer and booking records for a period that allows us to manage ongoing relationships, respond to queries about previous work and comply with tax and accounting rules. After the relevant retention period has ended, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
The exact retention periods may vary depending on the type of data and our legal obligations. Factors that influence retention include the length of our relationship with you, the potential need to refer to historical information for warranty or dispute purposes, and statutory limitation periods for legal claims.
International Transfers
Where our service providers or their systems are located outside the United Kingdom or the European Economic Area, your personal data may be transferred to and processed in countries that may have different data protection laws. In such cases, we will take appropriate steps to ensure that your data is afforded an equivalent level of protection, for example by using contracts approved for use under data protection law or by ensuring that other suitable safeguards are in place.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, secure storage, staff training, and regular review of our data handling procedures.
Although we work to protect your personal data, no system can be guaranteed to be completely secure. You also play an important role in keeping your information safe by ensuring that any communication channels or devices you use to interact with us are kept secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to the personal data that we hold about you. These rights may be subject to certain conditions and legal limitations. Your rights include:
Right of access. You can request confirmation that we process your personal data and ask for a copy of the data we hold about you.
Right to rectification. You can request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to keep it.
Right to restriction. You can ask us to restrict the processing of your data in certain situations, for example while we are reviewing a request to correct it.
Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities.
Right to data portability. Where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive your data in a structured, commonly used and machine readable format and to request that it be transmitted to another organisation.
If you wish to exercise any of these rights, please contact us using the contact methods you normally use for our services. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. 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 handle your personal data.
