Privacy Policy - Oven Cleaning Shepherdsbush

Privacy Policy

This Privacy Policy explains how Oven Cleaning Shepherdsbush collects, uses, stores, shares, and protects personal data relating to all Oven Cleaning Shepherdsbush customers in the area. It also explains the rights individuals have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal information in a lawful, fair, and transparent manner. This policy applies when you request a quote, make a booking, receive a cleaning service, communicate with us, or otherwise interact with our business in relation to oven cleaning services.

1. Who This Policy Applies To

This policy applies to all customers, prospective customers, and anyone who interacts with Oven Cleaning Shepherdsbush in connection with our services in the area. It covers information gathered from online enquiries, phone calls, messages, service bookings, invoices, reviews, and service-related communications.

By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for operating our service, managing customer relationships, and meeting legal and regulatory obligations. The types of data we may collect include:

Identity data such as your name and title.
Contact data such as your phone number, email address, and service address.
Booking data such as requested service dates, service notes, access instructions, and appointment preferences.
Payment data such as partial card details, transaction references, billing records, or payment confirmations. We do not normally store full card details unless a secure payment provider does so on our behalf.
Communication data such as messages, enquiries, feedback, complaints, and records of any support correspondence.
Service data such as details of the cleaning work carried out, before-and-after service notes, and relevant operational records.
Technical data such as IP address, device information, and browser information if you submit an online enquiry or interact with our digital systems.

We do not intentionally collect special category personal data unless it is volunteered by you and is necessary for a specific purpose, for example access or safety requirements. Where such information is provided, we will handle it with additional care and only use it where lawful.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange and deliver oven cleaning services.
To manage bookings, rescheduling, and service changes.
To process payments and issue invoices or receipts.
To maintain business records and service history.
To handle complaints, claims, and customer support.
To improve our services, operations, and customer experience.
To comply with legal, tax, accounting, and regulatory obligations.

We will only use your data in ways that are compatible with the purpose for which it was collected, unless we have a lawful basis to use it for a different purpose.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each use of personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Performance of a Contract

We process your personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes managing bookings, carrying out services, and handling payment-related administration.

Legal Obligation

We may process personal data when necessary to comply with legal obligations, including tax, accounting, record-keeping, consumer protection, and fraud prevention requirements.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include maintaining operational records, improving our services, managing customer communications, and defending legal claims.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional communications or non-essential processing requires it. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only allowed to use your data according to our instructions and for the specific services they provide. Examples may include:

Payment processors that handle secure card or electronic payments.
Booking or scheduling providers that help manage appointments and service administration.
IT and cloud service providers that store data or support business systems.
Accounting or invoicing providers that assist with financial records and compliance.
Communication tools used for email, messages, or customer service management.

We may also disclose personal data where required by law, court order, regulator, or other competent authority, or where necessary to establish, exercise, or defend legal rights.

We do not sell personal data. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as an adequacy decision or approved contractual protections.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and reporting requirements. The retention period may vary depending on the type of record and the reason it was collected.

Customer booking and service records are generally kept for a reasonable period to manage repeat services, disputes, and business administration.
Financial and tax records are retained for the period required by law.
Communication records may be retained to support customer service, complaint handling, or legal protection.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and careful management of processors.

While no system can be guaranteed completely secure, we work to reduce risk and handle data responsibly.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data to you or another provider, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before acting on your request.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children in connection with our services. If we become aware that we have collected such data without appropriate authorisation, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The most current version will apply to your use of our services. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Oven Cleaning Shepherdsbush is committed to processing personal data in a lawful, transparent, and secure way. We collect only what we need, use it for clear business purposes, retain it only for as long as necessary, and respect the rights of all individuals whose data we process. This policy applies to all Oven Cleaning Shepherdsbush customers in the area and is designed to ensure privacy is protected throughout every stage of our service relationship.