Privacy Policy - Oven Cleaning Kensington

This Privacy Policy explains how Oven Cleaning Kensington collects, uses, stores, shares, and protects personal data when providing oven cleaning and related domestic cleaning services. It applies to all Oven Cleaning Kensington customers in the area, including prospective customers, current customers, former customers, and anyone who makes an enquiry about our services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

Oven Cleaning Kensington provides professional oven cleaning services for homes and properties in Kensington and the surrounding area. In the course of delivering our services, we may collect and process personal data about customers, household members, property contacts, and service recipients. We act as a data controller in relation to the personal data we determine the purpose and means of processing.

2. Personal Data We Collect

We only collect personal data that is necessary for service provision, administration, legal compliance, and legitimate business operations. The categories of data we may collect include:

Identity data: name, title, and any relevant household or booking contact details.
Contact data: address, email address, and telephone number.
Service data: booking details, service preferences, notes about the oven or appliance, and instructions relevant to cleaning.
Payment data: billing records, payment confirmation, and transaction details. We do not store card details unless required for a specific payment process managed securely by a payment provider.
Communication data: messages, enquiry records, feedback, complaints, and correspondence.
Technical data: limited website or device-related information if you interact with us online, such as IP address, browser type, and basic usage data.
Special category data: generally we do not seek to collect special category data. However, if such information is voluntarily provided and is necessary for service delivery or safety, we will process it with appropriate safeguards and only where a lawful condition applies.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quotation or make a booking;
communicate with us by phone, email, text, online forms, or social media;
provide service instructions or updates;
pay for services or request an invoice;
leave feedback or make a complaint.

We may also receive personal data indirectly from:

a property owner, tenant, landlord, letting agent, or household member;
a payment or booking platform used to arrange services;
publicly available sources where relevant to confirm service details.

4. How We Use Personal Data

We use personal data to provide a reliable and efficient service. Our purposes for processing include:

managing enquiries, quotes, and bookings;
delivering oven cleaning services at the correct property;
communicating appointment updates and service-related information;
processing payments and maintaining financial records;
responding to complaints, queries, or aftercare requests;
meeting legal, tax, insurance, and record-keeping obligations;
improving our services, administration, and customer experience;
protecting against fraud, misuse, or security incidents.

We do not use personal data for purposes that are incompatible with those listed above unless we have a valid legal basis and have notified you where required.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, carrying out oven cleaning services, confirming appointments, and providing invoices or service updates.

Legal Obligation

We may process data to comply with legal obligations, including tax requirements, accounting duties, insurance obligations, and lawful record retention responsibilities.

Legitimate Interests

We may process personal 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 service quality, maintaining internal records, and ensuring business security.

Consent

In limited cases, we may rely on your consent, for example where it is required for certain marketing communications or where we process optional information you have chosen to provide. You can withdraw consent at any time where consent is the lawful basis.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act as data processors or, in some cases, independent controllers. We only share data where necessary and ensure appropriate protections are in place.

Processors may include:

booking and scheduling service providers;
payment processing providers;
email, messaging, and communications platforms;
cloud storage and IT support providers;
accounting, invoicing, and record-management software providers;
customer relationship management tools;
professional advisers such as accountants, insurers, or legal advisers, where necessary.

All processors are required to protect personal data and may only process it on our instructions, unless they have their own lawful basis to act independently. We do not sell your personal data.

7. International Data Transfers

Where a processor stores or accesses data outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

Booking and service records: retained for a period necessary to manage service history, customer care, and dispute handling.
Financial and tax records: retained for the period required by law.
Communications and complaint records: retained for a reasonable period after the matter is resolved.
Marketing data: retained until you withdraw consent or opt out, where applicable.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. We retain data only when there is a valid business or legal reason to do so.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, password protection, restricted staff access, and regular review of data-handling practices. While no system can guarantee absolute security, we work to maintain a high standard of protection.

10. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the following rights in relation to your personal data:

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: you can request deletion of your data where there is no lawful reason for us to keep it.
Right to restrict processing: you can ask us to limit how we use your data in certain circumstances.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request transfer of certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

If you exercise a right, we may need to verify your identity before responding. Some rights may not apply in every case, especially where we must keep data for legal compliance or defend a legal claim.

11. Complaints and Supervisory Authority

If you are concerned about how your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the issue promptly and fairly. You also have the right to seek guidance from the supervisory authority regarding your privacy concerns.

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 revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitments

Oven Cleaning Kensington is committed to processing personal data fairly, lawfully, and transparently. We collect only the information needed to provide services, use it for clear and legitimate purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. Most importantly, we respect the rights of every customer and aim to handle all personal data responsibly and securely.

This Privacy Policy applies to all Oven Cleaning Kensington customers in the area. By using our services or making an enquiry, you acknowledge that your personal data may be processed in accordance with this policy and the applicable data protection laws.