Privacy Policy - Carpetcleaning E3

This Privacy Policy explains how Carpetcleaning E3 collects, uses, stores, shares, and protects personal data relating to its customers and website or service users in the E3 area. It applies to all Carpetcleaning E3 customers in area, including individuals, householders, landlords, tenants, and business customers who arrange or receive cleaning services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Carpetcleaning E3 provides professional carpet cleaning and related cleaning services. In the context of this policy, Carpetcleaning E3 is the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed.

2. Personal data we collect

We collect only the personal data needed to provide our services, manage bookings, meet legal obligations, and improve our operations. Depending on your interaction with us, we may collect the following categories of information:

Identity information: name, title, and any details you provide when making an enquiry or booking.
Contact information: address, email address, phone number, and service location.
Service information: details about your property, rooms, carpet type, stains, cleaning requirements, access arrangements, and service preferences.
Payment and transaction information: payment method, billing records, and service history.
Communication information: records of emails, messages, calls, feedback, complaints, and customer support interactions.
Technical information: limited device, browser, and usage data if you interact with digital systems used for enquiries, forms, or service management.
Special category data: we do not normally seek special category data. However, if you voluntarily provide information that may reveal health, accessibility, or vulnerability needs, we will process it only where necessary and with appropriate safeguards.

We do not intentionally collect more data than is required. You should avoid sharing information that is not relevant to your service request unless it is necessary for us to understand your needs.

3. How we collect your data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or online form;
provide service instructions or access details;
make a payment or request an invoice;
leave feedback or raise a complaint.

We may also receive data from third parties where necessary for service delivery, such as a landlord, letting agent, property manager, or payment provider, but only when they are entitled to share it with us.

4. Lawful basis for processing

We process personal data only when we have a lawful basis under UK GDPR. The main lawful bases we rely on are:

Contract: to provide a quotation, carry out cleaning services, manage bookings, and take steps requested before entering into a contract.
Legitimate interests: to manage our business efficiently, maintain service records, respond to enquiries, improve service quality, prevent fraud, and handle ordinary business administration.
Legal obligation: to comply with tax, accounting, consumer protection, and other legal requirements.
Consent: where required, for example for certain marketing communications or optional processing. You may withdraw consent at any time.

Where special category data is processed, we will identify an additional condition under Article 9 UK GDPR and apply suitable safeguards. We do not use personal data for decisions that produce legal or similarly significant effects without a valid legal basis and appropriate protections.

5. How we use personal data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, deliver, and manage cleaning services;
to communicate about appointments, changes, or service issues;
to process payments and issue invoices or receipts;
to keep accurate business and accounting records;
to handle complaints, disputes, and insurance-related matters;
to improve our services, training, and customer experience;
to comply with legal and regulatory obligations;
to send service-related updates and, where permitted, marketing information.

We only use your data for purposes that are compatible with the reason it was collected.

6. Data sharing and processors

Carpetcleaning E3 may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act as processors when they process data on our behalf and under our instructions. Typical processors and recipients may include:

Payment processors that handle card or electronic payments securely;
Accounting and bookkeeping providers that support invoicing and tax records;
IT and cloud service providers that store or support our business systems;
Customer communication tools used to manage enquiries or appointment messages;
Insurance, legal, or professional advisers where required to manage claims or obtain advice;
Subcontractors or service partners involved in delivering the cleaning service;
Public authorities where disclosure is required by law.

All processors are required to protect personal data, use it only for the agreed purpose, and maintain appropriate technical and organisational measures. We do not sell your personal data.

7. International transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that suitable safeguards are in place, such as an adequacy decision, standard contractual clauses, or equivalent legal protections. We remain responsible for ensuring that your personal data is handled securely and lawfully.

8. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for legal, accounting, reporting, or complaint-handling requirements. Retention periods may vary depending on the nature of the information and the legal obligations that apply.

Booking and service records: retained for the period needed to manage the service relationship and resolve disputes.
Financial records: retained for the length required by tax and accounting law.
Communication records: retained for a reasonable period to support customer service and business administration.
Marketing preferences: retained until you opt out or withdraw consent.

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

9. Data security

We take appropriate security measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and careful selection of processors. No method of transmission or storage is completely risk-free, but we work to keep risks as low as reasonably possible.

10. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions:

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

We will respond to valid rights requests within the timeframe required by law. We may need to verify your identity before acting on a request.

How to exercise your rights

If you wish to exercise any of your rights, please make a clear request through the channel you normally use to communicate with us. We may ask for information to confirm your identity and help us locate the relevant records.

11. Marketing

We may send service-related messages that are necessary for bookings, updates, or customer administration. We will only send marketing communications where we are allowed to do so under applicable law. You can opt out of marketing at any time, and we will respect your choice.

12. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household service and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it.

13. Complaints

If you have concerns about how we handle personal data, we encourage you to raise them so we can address the issue. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our processing practices. Any updated version will apply from the date it is published. We recommend reviewing this policy periodically.

Summary: Carpetcleaning E3 explains how it collects, uses, shares, retains, and protects customer data, including lawful bases and user rights, for all customers in the E3 area.