Privacy Policy

Maze Hill Carpet Cleaners is committed to protecting your privacy and handling your personal data in a transparent, lawful, and secure manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our carpet cleaning services, make enquiries, or otherwise interact with us. It applies to all Maze Hill Carpet Cleaners customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services.

1. Who We Are

For the purposes of data protection law, Maze Hill Carpet Cleaners acts as the data controller for the personal data we process in connection with our services. This means we decide how and why your personal information is used. We are committed to complying with the UK GDPR and the Data Protection Act 2018, as well as any other applicable privacy laws.

2. Personal Data We Collect

We only collect information that is relevant and necessary for delivering our services, managing customer relationships, and meeting our legal obligations. The types of personal data we may collect include:

Identity details such as your name and title
Contact details such as telephone number, email address, and service address
Service details such as property access notes, cleaning preferences, booking dates, and service history
Payment information such as payment status, transaction references, and billing records
Communication records such as enquiries, complaints, feedback, and correspondence
Technical information if you contact us online, such as basic device or browser data needed to operate our systems

We do not intentionally collect special category personal data unless it is required for a specific reason and lawful basis exists. If such information is ever provided by you, we will only process it where permitted by law and only for the purpose for which it was supplied.

3. How We Collect Your Data

We collect personal data in a number of ways, including when you:

make an enquiry or request a quotation
book a carpet cleaning service
communicate with us by phone, email, or message
provide access details or service instructions
make a payment or request an invoice
leave feedback or make a complaint
interact with our staff during or after a service appointment

We may also receive personal data from third parties where appropriate, such as landlords, letting agents, property managers, or household members arranging a service on your behalf. In such cases, we expect the person providing the information to have the authority to do so.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under data protection law. Depending on the situation, we may 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 arranging appointments, delivering carpet cleaning services, managing billing, and handling service-related communication.

Legal Obligation

We may process personal data to comply with legal obligations, such as tax, accounting, record-keeping, fraud prevention, or responding to lawful requests from authorities.

Legitimate Interests

We may use your data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This can include managing customer relationships, improving our services, maintaining records, preventing abuse, and ensuring safe and efficient operations. When we rely on this basis, we assess whether our use is fair, necessary, and proportionate.

Consent

Where required, we will rely on your consent, for example for certain optional communications or processing activities. If we ask for your consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before withdrawal.

5. How We Use Your Data

We use personal data for the following purposes:

to provide and manage our carpet cleaning services
to confirm bookings and service arrangements
to respond to questions, complaints, and follow-up requests
to process payments and keep financial records
to maintain operational and service records
to improve customer service and service quality
to meet legal, accounting, and regulatory obligations
to protect our business, staff, and customers from misuse or fraud

We only use your data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose is allowed by law.

6. Sharing and Processors

We may share personal data with trusted third parties, but only when necessary and only with appropriate safeguards in place. These third parties may act as processors on our behalf. Processors may include:

payment service providers
accounting and bookkeeping providers
customer communication and messaging service providers
IT hosting, cloud storage, or system support providers
professional advisers such as accountants or legal advisers
subcontracted cleaning staff or service partners where required to complete your booking

We require processors to process personal data only under our instructions, to keep it secure, and to comply with data protection law. We do not sell your personal information.

We may also disclose data if required by law, to enforce our rights, to protect the safety of our customers or staff, or in connection with a business transfer, merger, or restructuring. If such a transfer occurs, we will take appropriate steps to protect your rights and ensure continued confidentiality.

7. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

As a general approach:

service and booking records are kept for a period necessary to manage the customer relationship and resolve issues
financial records are retained for the period required by tax and accounting law
correspondence and complaint records are kept for a reasonable period to support service quality and dispute resolution
data that is no longer required is securely deleted or anonymised

Where possible, we will remove or anonymise personal data once it is no longer needed. We do not keep data longer than necessary.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limited sharing of information on a need-to-know basis. While no system can be completely secure, we work to maintain a level of protection appropriate to the risk.

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 legal exceptions and conditions. They include:

Right of access – to request a copy of the personal data we hold about you
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 restriction – to ask us to limit how we use your data in certain situations
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive certain data in a usable format where legally applicable
Right to withdraw consent – where we rely on consent, you may withdraw it at any time

If you make a rights request, we may need to verify your identity before responding. We will respond within the time limits required by law and explain any lawful reasons if we are unable to fully comply.

10. Children’s Data

Our services are intended for adults arranging carpet cleaning for homes or businesses. We do not knowingly collect personal data directly from children. If we become aware that we have inadvertently received such data without appropriate authority, we will take reasonable steps to delete it as soon as possible.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or privacy practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Maze Hill Carpet Cleaners treats personal data with care and respect. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only where required to deliver our services or meet legal obligations. Your privacy matters to us, and we aim to handle your information in a fair, secure, and compliant way at all times.