Privacy Policy - Oven Cleaning Acton

This Privacy Policy explains how Oven Cleaning Acton collects, uses, stores, shares, and protects personal data. It applies to all Oven Cleaning Acton customers in the area, including individuals who enquire about our services, request quotations, make bookings, receive cleaning services, or otherwise interact with us. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to current, former, and prospective customers of Oven Cleaning Acton in the area. It also applies to anyone whose personal data we receive in connection with providing our oven cleaning services, including household members, tenancy contacts, property managers, and anyone authorised to communicate on behalf of a customer.

By using our services, submitting your details, or allowing us to carry out work at your property, you acknowledge the terms described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for running our business and delivering our services. The types of data we may collect include:

Identity details such as your name or title.
Contact details such as address and email address, where provided for booking or service communication.
Service information such as booking dates, property access details, special instructions, and service preferences.
Transaction details such as payment status, invoices, and records of services provided.
Communication records such as messages, complaints, feedback, and service-related correspondence.
Technical data where applicable, such as basic website or device information used for security, analytics, or service improvement.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If such information is shared with us incidentally, we will only use it where permitted by law and where it is relevant to the service requested.

3. How We Use Your Data

We use personal data for lawful business purposes connected to our services. These purposes include:

responding to enquiries and providing quotations;
managing bookings and scheduling visits;
delivering oven cleaning and related services;
handling payments, invoices, and accounting records;
contacting you about changes to appointments or service details;
resolving complaints, disputes, or service issues;
maintaining internal records and business administration;
protecting against fraud, misuse, or security incidents;
meeting legal, tax, insurance, and regulatory obligations.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we are required or permitted to do so by law.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing personal data. Depending on the context, 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 enquiries, preparing quotations, confirming appointments, delivering services, and processing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include keeping service records, preventing abuse of our systems, improving operations, and managing customer communication.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, record-keeping, insurance, and dispute resolution requirements.

Consent

In limited circumstances, we may rely on consent, particularly where it is required by law or where you have explicitly agreed to a specific use of your data. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, business administration, legal compliance, and the resolution of disputes. Retention periods vary depending on the type of data and the reason for holding it.

In general, we may keep:

booking and service records for a reasonable period after the service is completed;
financial and accounting records for the period required by tax and accounting laws;
communication records for as long as needed to deal with queries or complaints;
legal and compliance records for the duration required to defend or establish legal claims.

When personal data is no longer required, we will delete it, anonymise it, or securely dispose of it in accordance with our retention practices.

6. Processors and Third Parties

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. These parties may help us provide services, manage business functions, or meet legal obligations. Typical processors may include:

payment processing providers;
accounting or bookkeeping services;
IT support and data storage providers;
email, scheduling, or communication service providers;
professional advisers such as accountants, insurers, or legal advisers;
authorities, where disclosure is required by law.

Where processors handle personal data on our behalf, they are required to act under our instructions and to implement appropriate security measures. We do not sell personal data.

7. Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures are designed to reflect the nature of the data we process and the risks involved.

However, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that may affect your rights and freedoms, we will take appropriate steps in line with applicable law.

8. Your Rights Under GDPR

Depending on the circumstances and the legal basis for processing, you may have the following rights in relation to your personal data:

Right of access to receive a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete data.
Right to erasure in certain situations, also known as the right to be forgotten.
Right to restrict processing in certain circumstances.
Right to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent where we rely on consent for processing.

To exercise these rights, you may make a request through the appropriate channels used by Oven Cleaning Acton. We may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to complexity or multiple requests.

9. Children’s Data

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

10. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place before any transfer takes place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

11. Updates 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 revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is protected.

12. Summary of Our Commitment

Oven Cleaning Acton respects your privacy and is committed to processing personal data lawfully, fairly, and transparently. We only collect data that is needed to deliver our services, operate our business, and meet our obligations. We keep data for no longer than necessary, use trusted processors where appropriate, and uphold your rights under GDPR.

This Privacy Policy applies to all Oven Cleaning Acton customers in the area. We aim to handle your information responsibly and with care at every stage of the service relationship.