Privacy Policy - Edenpark Carpet Cleaners

Effective Date: This Privacy Policy applies to all Edenpark Carpet Cleaners customers in the area and explains how we collect, use, store, share, and protect personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Introduction

Edenpark Carpet Cleaners is committed to handling personal data responsibly, fairly, and transparently. We collect and process personal information only where we have a valid legal basis to do so, and we take appropriate steps to keep that information secure. This Privacy Policy applies to all Edenpark Carpet Cleaners customers in the area, including individuals who request quotes, book services, receive cleaning services, or otherwise interact with us in connection with our services.

We encourage all customers to read this policy carefully so they understand what information we collect, how we use it, and what rights they have in relation to their personal data.

2. What Personal Data We Collect

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

• Identity information: name, title, and any relevant household or business contact details.
• Contact information: address, email address, telephone number, and preferred contact method.
• Service information: details about the carpet cleaning, upholstery cleaning, or related services requested or provided, including property access instructions and service notes.
• Transaction information: billing records, payment status, invoice details, and payment confirmations where applicable.
• Communication records: messages, call notes, complaint details, feedback, and other correspondence.
• Technical information: limited device or usage information if data is collected through digital channels, such as IP address or browser details, where relevant.
• Special category data: we do not intentionally collect special category data. If such information is inadvertently shared with us, we will handle it in accordance with applicable data protection law and only where a lawful basis exists.

We only collect data that is necessary for the provision and management of our services, not more than we need, and we aim to keep it accurate and up to date.

3. How We Use Your Data

We use personal data for the following purposes:

• to provide quotes, arrange appointments, and deliver cleaning services;
• to manage customer accounts, invoices, and records of work completed;
• to communicate with customers about bookings, service changes, or customer care matters;
• to respond to enquiries, complaints, or requests;
• to maintain operational records and improve service quality;
• to comply with legal, regulatory, accounting, and tax obligations;
• to protect our business, customers, and staff from fraud, misuse, or unlawful activity.

We will only process your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that further use is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Edenpark Carpet Cleaners relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging cleaning appointments, carrying out services, issuing invoices, and dealing with related administrative tasks.

Legal Obligation

We process certain data to comply with legal requirements, including record-keeping, tax, accounting, and other obligations imposed by law.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided that these interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining business records, managing customer communications, and protecting our business from fraud or misuse. Where we rely on legitimate interests, we consider whether the processing is proportionate and whether it is reasonable for you to expect that processing.

Consent

In limited circumstances, we may rely on your consent, for example where this is required for a particular type of communication or optional service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only process data under our instructions and are required to protect it appropriately. Typical processors may include:

• IT and cloud service providers used for secure storage, email, scheduling, and record management;
• payment service providers or banking intermediaries used to process transactions;
• accounting, bookkeeping, or payroll providers where needed for financial administration;
• customer service or communication tools used to manage enquiries and service updates;
• professional advisers such as accountants, insurers, or legal advisers, where necessary.

We may also disclose data where required by law, regulation, court order, or where necessary to establish, exercise, or defend legal claims. We do not sell personal data.

Where processors are used, we take steps to ensure they provide appropriate technical and organisational safeguards. We aim to work only with suppliers that demonstrate appropriate data protection standards.

6. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections. We will only transfer data where lawful and necessary for the operation of our services or systems.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, and reporting requirements. Retention periods depend on the type of data and the context in which it was collected.

• Customer and service records: retained for as long as needed to manage the customer relationship and handle any follow-up matters.
• Financial and tax records: retained for the period required by law.
• Communication records: retained for a reasonable period to resolve enquiries, complaints, or disputes.
• Technical or security-related logs: retained only as long as needed for operational and security purposes.

When data is no longer required, we will securely delete, anonymise, or destroy it in a manner that reduces the risk of unauthorised access or accidental disclosure.

8. Data Security

We take the security of personal data seriously and use appropriate measures to protect it from unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, staff confidentiality obligations, and reasonable administrative safeguards. While no system can be guaranteed to be completely secure, we are committed to reducing risks and addressing incidents promptly.

9. 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. They include:

• 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 information.
• Right to erasure: in some circumstances, you can request that we delete your personal data.
• Right to restriction: you can ask us to restrict the processing of your data in certain situations.
• Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
• Right to data portability: in some cases, you may request that we provide your data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to address any concerns first.

10. Automated Decision-Making

Edenpark Carpet Cleaners does not use personal data for automated decision-making or profiling that produces legal or similarly significant effects on individuals.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a service arrangement. Where such data is received, it will be processed only where lawful and necessary.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how we process personal data.

13. Summary of Key Points

Edenpark Carpet Cleaners collects only the personal data needed to provide and manage its services, relies on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, and shares data only with trusted processors or when required by law. We retain data only as long as necessary and respect the rights of all customers in the area under applicable data protection law.