Privacy Policy - Manor House Carpet Cleaners

Last updated: 2026

This Privacy Policy explains how Manor House Carpet Cleaners collects, uses, stores, shares, and protects personal data when providing carpet cleaning and related services. It applies to all Manor House Carpet Cleaners customers in our area, including residential and commercial customers, website users who contact us, and anyone who receives our services or communicates with us in connection with an enquiry, booking, quotation, or complaint.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Information We Collect

We only collect personal data that is necessary for the services we provide, to manage our relationship with you, and to meet our legal and operational obligations. Depending on how you interact with us, we may collect the following categories of information:

• Identity details such as your name, title, and company name if you are a business customer.
• Contact details such as your address, telephone number, and email address.
• Service information such as booking details, property access instructions, service preferences, stain or fabric notes, and any special requirements relevant to cleaning.
• Payment information such as payment status, billing records, and transaction references. We do not store full card details when payments are processed securely by third-party providers.
• Communication records such as enquiries, quotations, complaints, feedback, and messages exchanged with us.
• Technical data if you interact with us online, such as IP address, browser type, device information, and basic usage data collected through standard website tools.
• Photos or notes where needed to assess work, document completed services, or support quality control.

We do not intentionally collect special category personal data unless it is provided by you and is genuinely necessary for a specific service, complaint, or safeguarding issue. If such data is shared with us, we will only process it where the law allows and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to schedule and deliver carpet cleaning and related services;
• to manage appointments, access arrangements, and service notes;
• to issue invoices, process payments, and maintain accounts;
• to handle complaints, warranty issues, and aftercare;
• to keep internal records and improve the quality of our services;
• to comply with legal, tax, insurance, and regulatory obligations;
• to prevent fraud, misuse, or unlawful activity;
• to defend or establish legal claims where necessary.

We aim to keep our processing limited, fair, and proportionate. We do not sell your personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. We rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes booking services, arranging visits, issuing quotations, and completing cleaning work.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This may include managing customer relationships, improving our services, keeping business records, recovering debts, preventing fraud, and maintaining security.

Legal Obligation

We may process and retain certain records to comply with legal duties, including tax, accounting, insurance, health and safety, and consumer law requirements.

Consent

Where required, we may rely on your consent, for example for certain marketing communications or optional communications not necessary for service delivery. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of record and the reason it is held.

• Customer and service records: retained for as long as needed to manage the service relationship and address follow-up queries.
• Financial and tax records: retained for the period required by applicable accounting and tax laws.
• Complaint and dispute records: retained for the duration needed to resolve the issue and for a reasonable period afterwards in case of legal claims.
• Marketing preferences: retained until you opt out or until the data is no longer needed.
• Website and technical logs: retained for a short period unless longer retention is required for security, fraud prevention, or investigation.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked to you.

5. Processors and Sharing of Data

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and lawful. These parties may include:

• Payment processors used to handle secure transactions;
• Booking, scheduling, or customer management providers that help us organise service appointments;
• Accountants and bookkeeping providers assisting with financial records, invoicing, and compliance;
• IT, cloud storage, and software providers supporting our administrative systems;
• Professional advisers such as insurers, legal advisers, or compliance consultants;
• Public authorities where we are required to disclose information by law or to protect rights, property, or safety.

Where processors are used, they are only permitted to process your data on our instructions, must keep it secure, and must not use it for their own purposes. We take reasonable steps to ensure that any third party we use provides appropriate technical and organisational safeguards.

In some cases, your data may be transferred outside the UK. If this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections.

6. Data Security

We take the security of personal data seriously. Measures may include access controls, password protection, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of systems and procedures. While no method of transmission or storage is completely secure, we work to protect personal data against accidental loss, unauthorised access, alteration, or disclosure.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always consider every request carefully.

• 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 ask us to delete your personal data.
• Right to restriction: you can ask us to limit how we use your data in certain situations.
• Right to object: you can object to processing based on legitimate interests, and you can object at any time to direct marketing.
• Right to data portability: where applicable, you can request your data in a structured, commonly used format.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you want to exercise any of these rights, we may need to verify your identity before responding. This is to protect your information and prevent unauthorised disclosure.

8. Marketing Preferences

We may send limited service-related communications where necessary to fulfil our work or manage our relationship with you. If we send optional marketing communications, you can choose to opt out at any time. We will respect your preferences and stop marketing where required by law or where you object.

9. Complaints and Contact with the Regulator

If you are concerned about how we use your personal data, you may raise the issue with us first so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process data. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Scope of This Policy

This Privacy Policy applies to all Manor House Carpet Cleaners customers in our area, including anyone who receives or requests our carpet cleaning services, makes a booking, requests a quote, submits feedback, or otherwise interacts with us in connection with our business. By using our services or providing your personal data to us, you acknowledge that you have read and understood this policy.

We are committed to treating your personal data with care, transparency, and respect.

This policy is intended to provide clear and lawful information about our data practices for customers served by Manor House Carpet Cleaners.