1. Who we are
The Eco Laundry (“we”, “us” or “our”) is committed to protecting personal information and using it fairly,
lawfully and transparently. For the purposes of UK data protection law, the data controller is The Eco Laundry
Limited, company number 10078546 of Unit 2 Heathfield Industrial Park, Battle Road, Newton Abbot, Devon, TQ12 6RY.
Questions about this policy or our use of personal information should be sent to: Senior Operations Manager;
email: operations@ecolaundry.co.uk; telephone: 01803 722787; postal address: As above.
2. Scope of this policy
This policy explains how we collect, use, store and share personal information relating to customers and
prospective customers, suppliers and their representatives, website visitors, people who contact us, and other
business contacts. Separate and more detailed notices may apply to employees, workers, job applicants, CCTV or
cookies where appropriate.
3. Personal information we collect
Identity and contact details, such as name, business name, job title, address, email address and telephone
number.
Account and transaction details, including quotations, orders, invoices, payment status and service history. We
do not normally retain full payment-card details when payments are handled by a payment provider.
Service and operational details, such as collection and delivery instructions, access information, item counts,
service preferences, complaints and quality records.
Communications, including emails, telephone notes, enquiry forms, feedback and correspondence.
Technical and website information, where applicable, such as IP address, device or browser information, cookie
identifiers and website usage information.
Marketing preferences and records of consent, opt-out or objections.
Supplier and business-contact information needed to manage commercial relationships.
Health or other sensitive information only where necessary, for example to make an accessibility adjustment or
safely manage potentially contaminated items. We will apply an additional legal condition where the law requires
one.
4. How we collect information
We may collect information directly from you when you request a quote, place an order, complete a form, contact
us, visit our premises or use our website. We may also receive information from your employer or organisation,
payment and delivery providers, publicly available business sources, referral partners, or another person
authorised to act for you. If you provide information about someone else, you should ensure you are authorised to
do so and that they understand how we will use it.
5. Why we use information and our lawful bases
Purpose
Typical lawful basis
Respond to enquiries, prepare quotations, open accounts and provide laundry, collection or delivery
services
Steps before entering into a contract; performance of a contract; legitimate interests in serving business
customers
Manage orders, schedules, customer service, complaints and quality
Contract; legitimate interests in operating and improving our services
Issue invoices, receive payments and maintain tax and accounting records
Contract; legal obligation; legitimate interests in financial administration and debt recovery
Manage suppliers, contractors and business relationships
Contract; legitimate interests in running our business
Protect people, premises, vehicles, systems and assets; prevent fraud; establish or defend legal claims
Legal obligation; legitimate interests in security, safety and protecting legal rights
Send business-to-business service updates or relevant marketing
Legitimate interests where permitted; consent where required. You may opt out at any time
Comply with regulators, courts, law enforcement and other legal requirements
Legal obligation; legitimate interests in cooperating with lawful requests and protecting legal rights
Where we rely on legitimate interests, we consider our business need, the necessity of the processing and the
effect on the individual. Where we rely on consent, you may withdraw it at any time without affecting earlier
lawful processing. We will not use personal information for a materially different purpose without checking that
the new use is compatible or providing further information where required.
6. Sharing personal information
We may share personal information only where necessary with trusted IT, communications, website, document-storage,
payment, accountancy, professional-advice, collection, delivery and other service providers; insurers and
auditors; regulators, courts, law-enforcement bodies and public authorities; or a buyer, investor or adviser
involved in a genuine business sale or restructuring. Providers acting for us must protect the information and use
it only for the agreed purpose. We do not sell personal information.
7. International transfers
Some service providers may store or access information outside the UK. Where this occurs, we will use a transfer
mechanism recognised by UK law and any additional safeguards required following our assessment of the transfer.
Contact us if you would like further information about the safeguards relevant to your information.
8. Retention
We keep personal information only for as long as reasonably necessary for the purpose collected, including to meet
legal, accounting, tax, insurance, health and safety, dispute-management and contractual requirements. Retention
periods differ by record type and are set out in our retention schedule. When information is no longer required,
we securely delete, destroy or irreversibly anonymise it.
9. Security
We use proportionate technical and organisational measures to protect personal information against unauthorised
access, alteration, disclosure, loss or destruction. These measures may include access controls, staff training,
secure storage, supplier checks, backups, system protections and secure disposal. Access is limited to people who
need the information for their work.
10. Your data protection rights
Depending on the circumstances and subject to legal exceptions, you may have the right to be informed; request
access to your personal information; ask us to correct inaccurate or incomplete information; ask us to erase
information; restrict its use; object to processing based on legitimate interests or to direct marketing; receive
certain information in a portable format; withdraw consent; and ask for safeguards relating to solely automated
decisions that have legal or similarly significant effects. We do not currently use solely automated
decision-making of that kind. To exercise a right, contact us using the details in section 1. We may need to
confirm your identity and clarify your request. There is normally no fee, although the law permits one in limited
circumstances.
11. Marketing and cookies
We will send electronic marketing only where permitted and will respect your preferences. You can opt out using
the unsubscribe option in a message or by contacting us. If our website uses non-essential cookies or similar
technologies, we will provide clear information and obtain consent where required.
12. Complaints
Please contact us first if you have a concern so that we can try to resolve it. You also have the right to
complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. Further information is
available at ico.org.uk, or by telephone on 0303 123 1113.
13. Changes to this policy
We may update this policy to reflect changes in our services, technology, suppliers or legal obligations. The
current version will show its effective date. Where a change materially affects how we use personal information,
we will take reasonable steps to bring it to the attention of affected people.
Document owner
Production Manager
Approved by
Managing Director
Version
2.0
Effective date
14 October 2026
Next review
14 October 2027 , or sooner if processing changes
