Privacy Policy - Oven Cleaning Greenwich

This Privacy Policy explains how Oven Cleaning Greenwich collects, uses, stores, shares, and protects personal data when providing oven cleaning and related domestic cleaning services. It applies to all Oven Cleaning Greenwich customers in the area, including individuals who request a quote, make an enquiry, book a service, receive a visit, or otherwise interact with our business. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Oven Cleaning Greenwich is a service provider operating in Greenwich and surrounding local areas. In the course of delivering our services, we act as a data controller for the personal data we collect and process about our customers, prospective customers, and others who communicate with us. This means we determine the purposes and means of the processing of your personal data.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, meeting legal obligations, and improving our operations. The categories of data we may collect include:

Identity details, such as your name and title.
Contact information, such as your address, email address, and telephone number.
Service details, including the type of cleaning requested, appointment preferences, access notes, and special instructions.
Payment-related information, such as invoice records and transaction details. We do not store full card details where payments are processed through a secure payment provider.
Communication records, including enquiries, messages, complaints, feedback, and service updates.
Technical data where applicable, such as device and usage information collected through our website or digital forms, if used.
Marketing preferences, including whether you choose to receive promotional updates.

We do not intentionally collect special category data unless you voluntarily provide information that is relevant to the service, for example access requirements or health-related circumstances that affect the cleaning visit. Where such information is provided, we handle it carefully and only where a lawful basis applies.

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 and related services.
To manage bookings, scheduling, and service delivery.
To communicate important service updates and appointment changes.
To issue invoices, process payments, and maintain accounting records.
To deal with complaints, queries, and customer support requests.
To maintain internal records and improve service quality.
To comply with legal, tax, insurance, and regulatory requirements.
To send marketing communications where you have consented or where permitted by law.

We only use your data where we have a valid legal reason to do so and where the use is necessary and proportionate to the purpose.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the context, we rely on the following lawful bases:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes taking your booking, carrying out the cleaning service, managing payments, and providing service-related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, preventing fraud, improving our services, maintaining internal records, and handling routine business administration.

Legal Obligation

We may process and retain certain data to comply with legal obligations, such as tax records, accounting requirements, insurance matters, or responding to lawful requests from authorities.

Consent

Where required, we rely on your consent. This is most likely to apply to certain types of marketing communication or to the processing of information you choose to provide that is not otherwise necessary for the service. You can withdraw consent at any time, where processing is based on consent.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for business operations, service delivery, and legal compliance. These third parties act as processors when they process personal data on our behalf and according to our instructions. Examples may include:

Payment processors for secure transaction handling.
Booking or scheduling software providers used to manage appointments.
IT and cloud storage providers that support secure data storage and business systems.
Accounting and invoicing tools used for financial administration.
Email and communication service providers that help us send service-related messages.
Professional advisers, such as accountants or insurers, where needed for compliance or business protection.

We require all processors to use appropriate security measures and to process your data only for specified purposes. We do not sell your personal data.

We may also disclose data where required by law, court order, or regulatory authority, or where disclosure is necessary to protect our rights, customers, staff, or property.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods may vary depending on the type of data and the reason for processing. In general:

Booking and service records are retained for the period needed to manage the customer relationship and address follow-up queries.
Invoice and payment records are retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to resolve disputes, improve service, and maintain business records.
Marketing preferences are retained until you update your preference or withdraw consent.

When data is no longer needed, we securely delete, anonymise, or archive it in accordance with our retention practices. Retention is reviewed periodically to ensure we do not keep information longer than necessary.

7. Security of Your Information

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis.

Although we work to protect your information, no method of transmission or storage is completely secure. If we become aware of a data incident that affects your rights and freedoms, we will take steps in line with applicable legal obligations.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances of the processing:

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete information.
Right to erasure - in certain cases, you can ask us to delete your data.
Right to restrict processing - you can ask us to limit how we use your data in certain situations.
Right to data portability - you can request a copy of certain data in a machine-readable format, where applicable.
Right to object - you can object to processing based on legitimate interests or to direct marketing at any time.
Right to withdraw consent - where we rely on consent, you can withdraw it at any time.

We may need to verify your identity before responding to a request. Some rights are subject to legal limitations and may not always apply in every case.

9. Marketing Communications

If we send you marketing messages, we will do so only where we have a lawful basis to do so. You can opt out of marketing at any time. If you object to direct marketing, we will stop using your data for that purpose as soon as reasonably practicable.

10. Cookies and Similar Technologies

If we use a website or online forms, cookies or similar technologies may be used to support basic functionality, improve performance, and understand general usage. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. You can adjust browser settings to manage cookies.

11. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your personal data in line with UK GDPR requirements. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

12. 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 handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their information is used.

13. Our Commitment to Privacy

Oven Cleaning Greenwich is committed to respecting your privacy and processing your personal data responsibly. We aim to be transparent about what we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have. If you are a customer in Greenwich or the surrounding area, this policy applies to your interactions with us in connection with our services.

By using our services, making an enquiry, or providing us with your personal data, you acknowledge that your data may be processed in accordance with this Privacy Policy and applicable law.