Privacy Policy - Oven Cleaning Kingston

This Privacy Policy explains how Oven Cleaning Kingston collects, uses, stores, shares, and protects personal data. It applies to all Oven Cleaning Kingston customers in the area, including individuals who request a quotation, make a booking, receive a cleaning service, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your information may be processed as described in this policy. We only process personal data where we have a lawful basis to do so, and we take appropriate measures to keep that data secure.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity details such as your name.
Contact details such as your phone number and email address.
Address details including service location and billing address where relevant.
Booking details such as appointment dates, service preferences, and special instructions.
Payment information such as payment status and transaction references. We do not intentionally store full card details unless provided through a secure payment provider.
Service records including notes about completed work, access arrangements, and follow-up requirements.
Communication records such as messages, complaints, feedback, and customer service correspondence.
Technical information if you interact with our digital systems, including IP address, device type, browser type, and usage data where applicable.

We collect most of this information directly from you when you enquire about, book, or receive our services. In some cases, information may be provided by another person acting on your behalf, such as a family member, landlord, letting agent, or property manager.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To deliver cleaning services safely and effectively.
To communicate about appointments, changes, or service issues.
To issue invoices, process payments, and maintain accounting records.
To respond to enquiries, complaints, and feedback.
To improve our services, training, and internal processes.
To meet legal, tax, insurance, and regulatory obligations.
To prevent fraud, misuse, or security incidents.

We do not sell personal data. We only use your information for legitimate business purposes and in ways that are compatible with the reasons it was originally collected.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing cleaning services, and handling payments.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing customer relationships, improving service quality, maintaining records, and protecting our business from fraud or misuse.

Legal Obligation

We may retain and process certain data to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements.

Consent

Where required, we will ask for your consent before processing personal data for a specific purpose. If consent is given, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act as data processors or independent controllers depending on the nature of the service they provide.

Examples of processors may include:

Payment service providers used to process transactions securely.
Booking or scheduling systems used to manage appointments.
IT and cloud service providers used to store email, files, and operational records.
Accountants or bookkeeping services used for financial administration.
Customer communication tools used for messages and service updates.

We require processors to handle your data securely, only on our instructions where applicable, and in compliance with data protection law. We do not allow them to use your data for their own unrelated purposes.

We may also disclose personal data where required by law, court order, government request, or to protect the rights, property, or safety of our customers, staff, or business.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the legal or operational need to keep it.

Booking and service records are generally kept for a reasonable period to support customer history, complaints, and repeat bookings.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Communication records may be retained for business administration, quality control, and dispute resolution.
Consent-based information is kept only until consent is withdrawn or the purpose ends, unless another lawful basis applies.

When data is no longer needed, we will delete it or anonymise it securely. We regularly review retention practices to ensure data is not stored for longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and careful selection of service providers.

Although we take reasonable steps to secure information, 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 take appropriate action in accordance with legal requirements.

7. Your Rights

Depending on the circumstances and legal basis for processing, you may have the following rights under data protection law:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure in certain circumstances, also known as the right to be forgotten.
Right to restriction to limit how we use your data in certain cases.
Right to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability for information you provided to us, where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent where processing relies on consent.

These rights are not absolute. In some cases, we may need to retain or process data where the law permits or requires it. We will respond to valid requests within the time limits set by law.

8. Children’s Data

Our services are intended for adults and property-related customers. We do not knowingly collect personal data from children in connection with our services. If we become aware that we have collected information from a child without appropriate authority, we will take steps to delete it where required.

9. International Transfers

If any of our service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place to protect that data. This may include using countries with adequate protection or approved contractual safeguards.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how we handle their data.

11. Contacting Us About Your Data

If you wish to exercise your rights, raise a concern, or ask a question about how your personal data is handled, you may do so through our usual customer communication channels. We will review and respond to requests in accordance with applicable data protection law.

Oven Cleaning Kingston is committed to processing personal data responsibly and transparently. We value your privacy and aim to ensure that all information relating to our customers in the area is handled with care, respect, and legal compliance.