Professional Sofa Cleaning Privacy Policy

This Privacy Policy explains how Professional Sofa Cleaning collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Professional Sofa Cleaning customers in our service area and to anyone who contacts us to enquire about or arrange our services.

We are committed to complying with the UK General Data Protection Regulation and the EU General Data Protection Regulation, together referred to as GDPR, as well as all applicable data protection and privacy laws.

Data Controller

Professional Sofa Cleaning is the data controller in respect of the personal data we process about you. This means we decide how and why your personal data is used and are responsible for ensuring it is handled lawfully.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details, such as your name, address, property access details, and any relevant contact preferences you provide.

Communication data, such as information contained in emails or other messages you send to us when you request a quotation, arrange a booking, ask a question or make a complaint.

Service and transaction data, such as the date and time of appointments, records of services provided, areas cleaned within the property, pricing, and details of any offers, discounts or payments made.

Technical usage data, such as information collected from your use of our website, including log data and device information. This may include IP address, browser type and version, and basic analytics data that helps us understand how our services are used.

Marketing preference data, including whether you have consented to receive marketing communications from us and your communication preferences.

How We Collect Your Data

We collect your personal data directly from you when you contact us by phone, through our website contact forms, or in person, when you request a quotation, make a booking, or otherwise communicate with us.

We may also collect limited technical and usage data automatically when you visit our website, using standard logging and analytics tools.

Lawful Basis for Processing

We only process your personal data when we have a lawful basis to do so under GDPR. Depending on the circumstances, we may rely on the following lawful bases:

Contract. We process your personal data to enter into and perform a contract with you. This includes providing quotations, confirming your booking, delivering sofa cleaning services, processing payments, and handling any follow-up queries regarding the service.

Legal obligation. We may process certain data to comply with legal obligations, such as record-keeping, taxation, and responding to lawful requests from public authorities.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. This includes managing our business operations, improving our services, maintaining security, preventing fraud, and responding to your queries.

Consent. Where required by law, we will obtain your explicit consent before sending you direct marketing communications by electronic means. You can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our professional sofa cleaning services, including arranging appointments, visiting your property, carrying out cleaning, and managing aftercare.

To issue quotations, invoices and receipts, and to process payments for the services we provide.

To manage our relationship with you, including responding to your enquiries, handling complaints, and notifying you about changes to our services or terms.

To maintain accurate records of work carried out at your property and any specific service notes you have provided.

To improve, test and monitor the quality, security and performance of our services and website.

To send you marketing communications about our services where you have consented to receive them or where we are otherwise lawfully permitted to do so, and you have not opted out.

Data Retention

We keep your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.

Customer and service records, including contact details and records of work carried out, are generally retained for up to seven years from the date of your last interaction with us, in line with common legal and tax requirements.

Marketing data, such as contact details and marketing preferences, may be retained for as long as you remain subscribed to our communications or until you object or withdraw consent, whichever comes first.

Technical and analytics data may be retained for shorter periods, typically no longer than two years, unless a longer period is required for security or legal reasons.

When data is no longer required, we will securely delete or anonymise it.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:

Payment processing providers, used to securely process payments and handle card transactions.

IT and cloud service providers, used to host our systems, store records, manage bookings, and support email or messaging services.

Professional advisers, such as accountants or legal advisers, where necessary for legitimate business and legal purposes.

These processors are only permitted to process your personal data according to our instructions and for the purposes described in this Privacy Policy. They are required to keep your information confidential and to implement appropriate technical and organisational measures to protect it.

We do not sell your personal data to third parties. We will only disclose personal data to other third parties when required by law, to protect our rights or the rights of others, or with your explicit consent.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place to protect your personal data. These may include the use of standard contractual clauses approved by the relevant authorities or other equivalent safeguards recognised under data protection law.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures include limiting access to personal data to those employees, contractors and processors who need it to perform their duties, keeping records in secure systems, and using security controls that are appropriate to the type and sensitivity of the data.

Your Data Protection Rights

Under GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access. You have the right to request a copy of the personal data we hold about you, together with information about how and why we process it.

Right to rectification. You have the right to request that we correct or complete any inaccurate or incomplete personal data about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and we have no other legal basis for processing it.

Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our processing.

Right to data portability. Where our processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.

Right to object. You have the right to object to our processing of your personal data based on legitimate interests, and to object at any time to the processing of your personal data for direct marketing purposes, including profiling related to such marketing.

Rights in relation to automated decision-making and profiling. You have rights relating to decisions based solely on automated processing, though we do not typically make such decisions in the context of our sofa cleaning services.

Exercising Your Rights

If you wish to exercise any of your data protection rights, please contact us using the usual contact details you use for our services. We may need to verify your identity before responding to your request. We aim to respond to all legitimate requests within one month, although this period may be extended where permitted by law.

You also have the right to lodge a complaint with your local data protection authority if you believe that your rights have been infringed. We would appreciate the opportunity to address your concerns before you approach a supervisory authority, so we encourage you to contact us first where possible.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any changes will be posted in the latest version of this policy. We therefore encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Professional Sofa Cleaning customers in our service area and is intended to give you clear and transparent information about how and why we use your data.