Privacy Policy - Carpet Cleaners E2

This Privacy Policy explains how Carpet Cleaners E2 collects, uses, stores, shares, and protects personal data. It applies to all Carpet Cleaners E2 customers in area, including residential and commercial customers who use our cleaning services, request quotations, make bookings, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Carpet Cleaners E2 is the data controller for the personal data described in this policy. This means we decide why and how your personal data is processed. We only process personal data that is necessary for the services we provide and for the legitimate operation of our business.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity details such as your name.
• Contact details such as address, email address, and telephone number.
• Service details including property access information, booking preferences, service history, and cleaning requirements.
• Payment information such as billing details and payment confirmation. We do not store full card details where payment is handled by a secure payment provider.
• Communication records including messages, calls, complaints, feedback, and service requests.
• Technical and usage data where relevant, such as device information or basic website interaction data if you contact us through digital channels.

We may also process limited special category data only where it is necessary and you have provided it voluntarily, for example if you tell us about health issues or allergies that affect how we should provide a cleaning service. In such cases, we will process that information carefully and only when there is a valid legal basis to do so.

3. How We Collect Your Data

We collect personal data directly from you when you:

• request a quote or booking;
• contact us by phone, email, text, or other communication methods;
• provide instructions for a cleaning service;
• make a payment or query an invoice;
• submit feedback or make a complaint.

We may also receive information from third parties where necessary to deliver our services, such as property managers, landlords, letting agents, or payment service providers. If someone else books a service on your behalf, we may receive your name, address, and service-related details from them.

4. Why We Use Your Data

We use personal data for the following purposes:

• to provide carpet cleaning and related services;
• to manage bookings, scheduling, and customer requests;
• to process payments, issue invoices, and maintain financial records;
• to communicate with you about appointments and service changes;
• to handle complaints, disputes, or follow-up matters;
• to comply with legal and regulatory obligations;
• to improve service quality, internal processes, and customer experience;
• to maintain business records and manage our relationship with you.

We do not use your personal data for unrelated purposes without informing you and ensuring that we have a lawful basis to do so.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, processing payments, and dealing with service-related communications.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. Examples include managing our customer relationships, preventing fraud, improving services, and maintaining internal records.

Legal Obligation

We process certain data when required to comply with legal duties, such as tax, accounting, or business record-keeping requirements.

Consent

In limited situations, we may rely on your consent, especially where processing is optional or relates to special category data. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing that occurred before it was withdrawn.

6. Data Retention

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

• Customer and service records are generally retained for the duration of our relationship and for a reasonable period afterwards to deal with queries or disputes.
• Financial and invoicing records are retained for the period required by law and for tax and accounting purposes.
• Communication records are kept for as long as needed to manage customer service matters.
• Special category data is retained only for as long as necessary for the specific purpose for which it was provided.

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

7. Processors and Data Sharing

We may share personal data with trusted third-party processors that help us run our business and deliver our services. These processors only act on our instructions and are required to protect your data.

Examples of processors may include:

• Payment providers that securely process card or bank payments;
• Booking or scheduling tools used to manage appointments;
• IT and cloud storage providers that support secure record keeping;
• Email or communication providers used to send service-related messages;
• Accountants or professional advisers where necessary for financial or legal compliance.

We may also disclose personal data where required by law, court order, or regulatory authority, or where necessary to protect our rights, property, staff, customers, or the public. We do not sell your personal data.

8. International Transfers

If any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place to protect your personal data. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under data protection law.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and internal procedures for handling personal data. While no system can be completely secure, we review our safeguards regularly and aim to keep data protected at all times.

10. Your Rights

As a data subject under GDPR, you have several rights regarding your personal data. Subject to certain conditions and exemptions, these include:

• Right of access – to obtain confirmation of whether we process your data and a copy of that data.
• Right to rectification – to ask us to correct inaccurate or incomplete information.
• Right to erasure – to request deletion of your data in certain circumstances.
• Right to restrict processing – 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 that some rights may not apply in all cases, especially where we are required to keep data for legal reasons or where processing is necessary to perform a contract.

11. How We Respond to Requests

If you exercise any of your rights, we will review your request and respond within the timeframe required by law. We may need to verify your identity before fulfilling certain requests. There is usually no charge for making a request, unless it is clearly unfounded, excessive, or repetitive.

12. Children

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service booking. If we become aware that we have collected a child’s data without appropriate authority, we will take reasonable steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

14. Summary of Key Principles

At Carpet Cleaners E2, we aim to keep personal data processing lawful, fair, and transparent. We only collect data that is relevant to our services, we retain it only for as long as necessary, we work with processors that provide appropriate safeguards, and we respect your rights under GDPR. This policy applies to all Carpet Cleaners E2 customers in area and is designed to ensure your information is handled responsibly at every stage.