Privacy Policy - Crooklog Carpet Cleaners

Last updated: May 2026

Crooklog Carpet Cleaners is committed to protecting the privacy and personal data of our customers. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Crooklog Carpet Cleaners customers in area, including prospective customers, existing customers, and anyone who communicates with us regarding our services.

We process 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 data we handle, why we handle it, and the rights you have in relation to your information.

1. Information We Collect

We only collect personal data that is necessary to provide our services, manage customer relationships, operate our business efficiently, and meet legal obligations. The types of data we may collect include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service information such as details about the carpet cleaning, stain removal, upholstery cleaning, or related services you request.
Property information such as access details, room layout, or other information needed to carry out the service safely and effectively.
Payment-related information such as payment status, transaction references, and billing records. We do not knowingly store full card details unless required by secure payment systems used for processing.
Communication records such as emails, messages, call notes, complaints, feedback, and service updates.
Technical information where relevant, such as website usage data if you contact us online, including basic device or browser information collected through standard security and analytics tools.

We do not intentionally collect special category personal data unless it is necessary and you choose to provide it. If you share information that is sensitive, for example relating to access needs or health-related circumstances that affect service delivery, we will handle it carefully and only for the purpose for which it was provided.

2. How We Use Your Information

We use personal data for the following purposes:

To provide quotes and arrange appointments.
To deliver carpet cleaning and related services.
To communicate with you about bookings, changes, or aftercare.
To process payments and maintain accurate accounting records.
To respond to enquiries, complaints, and customer service requests.
To improve the quality, safety, and efficiency of our services.
To maintain business records and comply with legal, tax, and regulatory obligations.
To protect against fraud, misuse, or unauthorised access.

We will only use your personal data in a manner that is compatible with the purposes described in this Privacy Policy. We do not sell personal data and we do not use customer information for unrelated purposes without a lawful basis.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out cleaning services, managing changes to appointments, and handling payment administration.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include service improvement, business administration, customer support, fraud prevention, and maintaining internal records. When we rely on legitimate interests, we assess the balance between our needs and your privacy rights.

Consent

In some cases, we may rely on your consent, for example if you voluntarily agree to receive certain types of communications that are not required for the service itself. Where consent is used, you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The exact retention period depends on the type of information and why it was collected.

Customer and service records are generally retained for as long as needed to manage the customer relationship and handle any follow-up issues.
Invoices and financial records are typically retained for the period required by law for tax and accounting purposes.
Communication records may be retained for a reasonable period to manage enquiries, disputes, or service history.
Security and technical records are retained only as long as needed for operational and security purposes.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in a way that prevents unnecessary use. We do not keep data indefinitely without a valid reason.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to run our business and provide our services. These organisations act either as processors or, in limited circumstances, as independent controllers.

Examples of processors may include:

Payment service providers who process card or electronic payments securely.
Accounting and bookkeeping providers who assist with financial records and tax compliance.
IT and cloud storage providers who support secure data storage, email systems, scheduling tools, or business administration.
Customer management platforms used to manage bookings, reminders, and service records.
Professional advisers such as insurers, legal advisers, or auditors, where necessary for legitimate business or legal purposes.

Where we use processors, we ensure they are subject to appropriate contractual safeguards and are only permitted to process personal data on our instructions. They must also take suitable security measures and comply with data protection requirements.

We may also disclose personal data if required by law, court order, regulatory requirement, or to protect our rights, customers, staff, or property. If any transfer outside the UK or the European Economic Area is required, we will ensure appropriate safeguards are in place.

6. Data Security

We take the protection of personal data seriously and implement reasonable technical and organisational measures to prevent unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and staff confidentiality obligations.

However, no method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If we become aware of a data breach affecting your rights and freedoms, we will respond in line with legal requirements.

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 conditions or exceptions, but we will always respond carefully and transparently.

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

If you wish to exercise any of these rights, we will take reasonable steps to verify your identity before responding. We will respond within the time limits required by law, normally within one month, unless the request is complex or numerous.

8. Marketing Communications

We may send service-related communications where necessary to manage bookings or provide updates. If we send optional marketing communications, we will do so only where permitted by law and, where required, with your consent. You can opt out of marketing at any time. Even if you opt out, we may still contact you about active bookings, invoices, or important service matters.

9. Children’s Data

Our services are directed to adult customers and commercial or residential property holders. We do not knowingly collect personal data from children for marketing or service purposes. If we become aware that we have unintentionally collected information relating to a child, we will take appropriate steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. Any revised version will apply from the date of publication. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Privacy Commitment

Crooklog Carpet Cleaners respects your privacy and aims to process personal data fairly, lawfully, and transparently. We only collect information needed to provide our services, keep it for no longer than necessary, use trusted processors where appropriate, and protect your rights under data protection law. Our approach is based on minimisation, accountability, and respect for customer privacy.

If you have questions about how we handle personal data, please review this policy carefully and consider your rights under applicable law. Protecting your information is an important part of the service we provide.