Privacy Policy - Oven Cleaning Surrey

Last updated: This Privacy Policy explains how Oven Cleaning Surrey collects, uses, stores, shares, and protects personal data. It applies to all Oven Cleaning Surrey customers in the area, including prospective customers who enquire about our services, current customers who book or receive services, and individuals whose details are provided in connection with an appointment.

1. Introduction

We are committed to protecting your privacy and handling your personal data fairly, lawfully, and transparently. This policy is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It explains what information we collect, why we collect it, the legal grounds for processing it, how long we keep it, who may process it on our behalf, and the rights you have in relation to your personal data.

By using our services or providing your information to us, you acknowledge that we may process your personal data as described in this policy.

2. Data We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, meeting legal obligations, and improving our operations. The information we may collect includes:

Identity details such as your name.
Contact details such as your address, phone number, and email address.
Service details including booking information, property access notes, cleaning preferences, and service history.
Payment information such as transaction records and payment status. We do not store full card details where a secure payment provider is used.
Communication records such as messages, enquiries, complaints, feedback, and notes from conversations.
Technical and usage data if you contact us through digital channels, which may include IP address, device information, and interaction logs used for security and service improvement.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a legitimate purpose, such as relating to accessibility or health considerations that affect service delivery. Where such data is provided, we handle it with extra care and only where permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To provide and manage oven cleaning services.
To confirm bookings, appointments, and service arrangements.
To communicate with you about enquiries, schedules, changes, or issues related to our services.
To process payments, issue invoices, and maintain financial records.
To handle complaints, disputes, and customer support matters.
To improve service quality, safety, and customer experience.
To comply with legal, tax, accounting, and regulatory obligations.
To protect against fraud, misuse, or unlawful activity.

We only use your information for the purposes described in this policy or for purposes that are compatible with them. We do not sell your personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using your personal data. We rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing quotes, bookings, service delivery, payments, and customer support.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include improving our services, keeping records, responding to enquiries, and protecting our business from misuse or fraud.

Legal Obligation

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

Consent

In limited situations, we may rely on your consent, for example if we need to use optional information you voluntarily provide for a specific purpose. Where consent is used, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, accounting, and operational requirements. Retention periods depend on the type of information and the reason it is held.

Customer and booking records are generally retained for as long as needed to manage the service relationship and resolve any follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records may be kept for a reasonable period to support customer service, complaint handling, and business administration.
Technical records are kept only as long as necessary for security, diagnostics, or system management.

When personal data is no longer required, we will delete it or anonymise it securely. Where deletion is not immediately possible due to legal or technical reasons, we will restrict access and use until removal is possible.

6. Processors and Third Parties

We may use trusted third-party service providers, known as processors, to help us deliver our services and operate efficiently. These processors only process personal data on our instructions and are required to protect it appropriately.

The types of processors we may use include:

Payment processors to handle secure payments and transaction processing.
Booking or scheduling systems to manage appointments and service planning.
IT and cloud service providers to store or support data systems securely.
Accountants or bookkeepers to manage financial administration and legal compliance.
Customer support or communication tools to help manage enquiries and service communications.

We may also share data with professional advisers, insurers, or public authorities where necessary and lawful. Any sharing will be limited to what is required for the specific purpose.

7. Data Security

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of paper and electronic records.

Although we take reasonable steps to protect data, no system can be guaranteed to be completely secure. If a data breach occurs that poses a risk to your rights and freedoms, we will follow legal requirements, which may include notifying you and the relevant supervisory authority.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure, also known as the right to be forgotten, in certain circumstances.
The right to restrict processing in certain situations.
The right to data portability for information you provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing, where applicable.
Rights related to automated decision-making, where such processing is used. We do not currently rely on automated decision-making that produces legal or similarly significant effects.

If you make a request, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. Children’s Data

Our services are intended for adults and households arranging cleaning services. We do not knowingly collect data from children unless it is incidental to service delivery and provided by an adult customer. If we become aware that we have collected personal data from a child without proper authority or legal basis, we will take appropriate steps to delete it.

10. International Transfers

If any of our processors store or access data outside the UK, we will ensure that suitable safeguards are in place so that your personal data remains protected to the standard required by law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain aware of how we protect their information.

12. Summary of Key Points

We collect only the data needed to provide and manage our oven cleaning services.
We process personal data on lawful bases including contract, legitimate interests, legal obligation, and where applicable consent.
We retain data only as long as necessary and securely dispose of it when no longer needed.
We may use trusted processors such as payment, booking, IT, and accounting providers.
You have rights to access, correct, erase, restrict, object to, and port your data in certain circumstances.

Oven Cleaning Surrey is committed to treating your personal data with respect, care, and in accordance with applicable law. This policy applies to all Oven Cleaning Surrey customers in the area.