Privacy Policy for Ultra Flow

Last Updated: August 1, 2025

This Privacy Policy describes how Ultra Flow ("we," "us," or "our") collects, uses, and protects your personal data when you visit our website [https://www.ultraflow-kl.co.uk] or use our window and gutter cleaning services.

We are committed to protecting your privacy and handling your personal data in a transparent and secure manner, in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018).

1. Who We Are

Ultra Flow is a window and gutter cleaning service based in King's Lynn, UK.

Our Contact Email: eric@ultraflow-kl.co.uk
Our Phone Number: +44 7562 990642

For the purposes of data protection law, Ultra Flow is the "data controller" responsible for your personal data.

2. What Personal Data Do We Collect?

We only collect and process the following types of personal data, which you provide directly to us:

Contact Data: Your email address and phone number.
Service Address Data: The address of the property where our cleaning services are to be performed.

We do not collect any other personal data, such as Identity Data, Technical Data, Usage Data, Marketing and Communications Data, or Financial Data.

3. How Do We Collect Your Data?

We collect data from you in the following ways:

Direct Interactions: You provide us with your Contact Data and Service Address Data when you correspond with us directly by phone or email to enquire about or book our services.

We do not use automated technologies like cookies or server logs to collect data, nor do we receive personal data from third parties or publicly available sources.

4. How Do We Use Your Data?

We use your personal data for the following essential purposes:

To Provide Services: To fulfill our contractual obligations to you, such as providing window and gutter cleaning services, generating accurate quotes based on location, scheduling appointments, and managing your service requests.
To Communicate with You: To respond to your inquiries, send service updates, confirmations, and other necessary communications related to the cleaning service you have requested or are interested in.
Legal Compliance: To comply with legal and regulatory obligations, such as maintaining business records.

We do not use your data for marketing purposes, website improvement analysis, security and fraud prevention (beyond what is inherent in fulfilling services), or any other purpose not listed above.

5. Our Lawful Basis for Processing Your Data (GDPR)

Under GDPR, we must have a lawful basis to process your personal data. We rely on the following:

Performance of a Contract: Processing your Contact Data and Service Address Data is necessary for the performance of a contract with you (to provide cleaning services) or to take steps at your request before entering into such a contract (e.g., providing a quote).
Legal Obligation: Processing may be necessary for compliance with a legal or regulatory obligation that we are subject to (e.g., maintaining business records).

We do not rely on Legitimate Interests or Consent as a lawful basis for processing the limited personal data we collect.

6. Who Do We Share Your Data With?

We do not share your personal data with any third parties or service providers, except where strictly necessary to fulfill our service to you or comply with legal obligations. This means:

We do not use third-party analytics providers.
We do not use third-party email delivery services for marketing.
We do not use third-party payment processors that would involve us storing your financial data.
We only share data with Law Enforcement or Regulatory Authorities if legally required.
Your data would only be part of Business Transfers in the event of a merger, acquisition, or sale of our assets.

We do not sell your personal data to third parties.

7. International Transfers

We primarily store and process your personal data within the UK. We do not intentionally transfer your personal data outside the UK or European Economic Area (EEA). If, for any unforeseen reason, data were to be processed outside these regions, we would ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We would only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK government or European Commission.
Where we use certain service providers, we may use specific contracts approved by the UK government or European Commission which give personal data the same protection it has in the UK/EEA (e.g., Standard Contractual Clauses).

8. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. Data Retention

We will only retain your personal data (phone numbers, email addresses, and service addresses) for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements related to the services provided.

To determine the appropriate retention period, we consider the nature of the data, the purposes for which we process it, and applicable legal requirements.

10. Your Data Protection Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data:

The right to be informed: About how your personal data is being used.
The right to access: To request copies of your personal data.
The right to rectification: To request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
The right to erasure (the right to be forgotten): To request that we erase your personal data, under certain conditions.
The right to restrict processing: To request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing: To object to our processing of your personal data, under certain conditions.
The right to data portability: To request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
The right to withdraw consent: Where we are relying on consent to process your personal data, you have the right to withdraw that consent at any time.

If you make a request, we have one month to respond to you. To exercise any of these rights, please contact us at eric@ultraflow-kl.co.uk.

11. Cookies

We do not use cookies or any similar tracking technologies on our Website.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this policy indicates when it was last revised. Any changes will become effective when we post the revised Privacy Policy on the Website. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

13. How to Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

By Email: eric@ultraflow-kl.co.uk
By Phone: +44 7562 990642

14. How to Complain

If you are unhappy with how we have used your data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. Their website is `www.ico.org.uk`. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.