Privacy Policy

1. Who we are

Air Duct Cleaning is a trading style of Catering Hygiene Specialists Limited, a company registered in England and Wales under company number 03575815.

In this Privacy Policy, “we”, “us” and “our” refer to Catering Hygiene Specialists Limited, trading as Air Duct Cleaning.

Our registered office address is:

6A The Square
Ventilation Servicing Dept.
Stockley Park
Uxbridge
Middlesex
UB11 1FW

We are responsible for handling your personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal data we collect, how we use it, who we share it with and how you can exercise your data protection rights when you visit our website or contact us about our services.

2. What personal data we collect

We may collect and process the following categories of personal data, depending on how you interact with us.

Contact information

When you submit an enquiry or request a quotation, we may collect your name, business name, email address, telephone number, property address and other contact details you provide.

Enquiry and service information

We may collect information about your requirements, the property or premises where you need our services, your preferred appointment dates, correspondence with our team and any information necessary to prepare a quotation or deliver our services.

Website and technical information

When you visit our website, we may collect technical information such as your IP address, browser type, device information, pages visited and information about how you interact with the website. We collect this information through server logs, cookies and similar technologies where applicable.

Communications

We may retain information contained in emails, telephone enquiries, contact forms and other communications between you and our business.

Information from third parties

We may receive relevant contact or business information from a third party who submits an enquiry on your behalf or refers you to us, where permitted by law.

We only collect personal data that is relevant to our business purposes and necessary for the activities described in this policy.

3. How we use your personal data

We use personal data for the following purposes:

To respond to enquiries and requests for quotations.
To assess your requirements and recommend appropriate air duct cleaning services.
To prepare quotations, arrange appointments and manage bookings.
To provide our services and communicate with you about ongoing work.
To manage customer relationships and respond to feedback or complaints.
To maintain business records and process payments where applicable.
To operate, maintain and improve our website.
To protect our website, systems and business against fraud, misuse and security threats.
To comply with legal, regulatory, accounting and reporting obligations.
To send marketing communications where permitted by law and, where required, with your consent.

We will not use your personal data for purposes that are incompatible with the reasons for which we collected it unless the law permits us to do so.

4. Our lawful bases for processing

Data protection law requires us to have a lawful basis for processing personal data. Depending on the circumstances, we rely on one or more of the following bases.

Contractual necessity

We process personal data when it is necessary to take steps at your request before entering into a contract or to fulfil a contract with you. This may include preparing quotations, arranging appointments and delivering our services.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and those interests do not override your rights and freedoms. These interests may include responding to business enquiries, maintaining customer relationships, improving our website, protecting our systems and managing our operations.

Legal obligations

We may process personal data when necessary to comply with legal obligations, including applicable tax, accounting and regulatory requirements.

Consent

We rely on your consent where the law requires it, such as for certain non-essential cookies or electronic marketing activities. You can withdraw your consent at any time, although this does not affect the lawfulness of processing carried out before withdrawal.

The lawful basis we use depends on the specific purpose and circumstances of the processing.

We may share personal data with third parties where necessary for the purposes explained in this policy.

These parties may include:

Website hosting providers and technical support services.
IT, email and business software providers.
Analytics and website performance providers, where used.
Payment providers, where applicable.
Professional advisers, including accountants, insurers and legal advisers.
Contractors or service partners involved in delivering services you request.
Government bodies, regulators, courts or law enforcement authorities where required or permitted by law.

We expect third parties processing personal data on our behalf to handle it securely and in accordance with applicable data protection requirements. Where required, we put appropriate contractual safeguards in place.

We do not sell personal data to third parties.

We only share personal data where there is an appropriate business purpose or lawful basis for doing so.

6. International transfers

Some of our service providers may process personal data outside the United Kingdom.

Where a transfer of personal data outside the UK is subject to UK data protection requirements, we will ensure that an appropriate transfer mechanism or safeguard is in place. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another legally recognised safeguard, as applicable.

You can contact us for further information about international transfers relevant to your personal data.

7. How long we retain your personal data

We retain personal data only for as long as necessary to fulfil the purposes for which we collected it, including satisfying legal, accounting and reporting requirements.

Retention periods vary according to the type of information and the reason we hold it. For example, we may need to retain quotation records, customer correspondence, contracts and financial records for different periods.

When personal data is no longer required, we will securely delete it or anonymise it where appropriate, unless we have a lawful reason to retain it for longer.

8. How we protect your personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration or destruction.

These measures may include access controls, secure systems, staff procedures and appropriate safeguards when working with third-party service providers.

No method of transmitting or storing information is completely secure. Although we take reasonable steps to protect personal data, we cannot guarantee absolute security.

9. Cookies and similar technologies

Our website may use cookies and similar technologies to support its operation, remember preferences, understand website performance and provide other functionality.

Cookies may be classified as essential or non-essential, depending on their purpose.

Essential cookies are used where necessary to provide a service you have requested or to enable the website to function. Non-essential cookies, including certain analytics and advertising cookies, will only be used in accordance with applicable consent requirements.

Where required, we will ask for your consent before placing non-essential cookies on your device. You can manage your preferences through the cookie settings available on our website, where provided.

You may also be able to manage cookies through your browser settings. Blocking certain cookies may affect how parts of the website function.

For further information, please refer to our cookie settings or any separate Cookie Policy available on our website.

10. Marketing communications

We may use your contact details to send information about our services where permitted by applicable marketing and data protection laws.

We will obtain consent where required and will respect any applicable right to object to direct marketing.

You can opt out of marketing emails by using the unsubscribe link provided in the email, where available, or by contacting us directly.

Opting out of marketing will not prevent us from sending necessary service-related communications, such as responses to enquiries, quotations or booking updates.

11. Your data protection rights

Under applicable data protection law, you may have the right to:

Access your data: Request a copy of the personal data we hold about you.
Correct your data: Ask us to correct inaccurate or incomplete personal data.
Erase your data: Request the deletion of personal data where the law permits.
Restrict processing: Ask us to limit how we use your personal data in certain circumstances.
Object to processing: Object to processing based on legitimate interests or to direct marketing, where applicable.
Transfer your data: Request certain personal data in a portable format where the legal conditions are met.
Withdraw consent: Withdraw consent where we rely on it as our lawful basis for processing.

These rights are subject to legal conditions and exemptions. We may need to verify your identity before responding to a request.

To exercise your rights, please contact us using the contact details provided in Section 13.

We will respond within the time limits required by law.

12. Your right to complain

If you have concerns about how we handle your personal data, please contact us first so that we can investigate and address your concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Website:

https://ico.org.uk/make-a-complaint

You can find further information about your data protection rights at:

https://ico.org.uk/for-the-public

13. Contact us

If you have any questions about this Privacy Policy, how we process personal data or how to exercise your rights, please contact us using the details below.

Catering Hygiene Specialists Limited, trading as Air Duct Cleaning

Website: https://airductcleaning.uk/

You can contact us through the enquiry form on our website.

14. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our business practices, website functionality or legal obligations.

We will publish the latest version on this page and update the revision date when changes are made.

We encourage you to review this page periodically to understand how we protect your personal data.