Privacy Policy for Sofa Cleaning Services

This Privacy Policy explains how Sofa Cleaning Services collects, uses, stores, shares, and protects personal data when providing services to customers in the area. It applies to all Sofa Cleaning Services customers in area, including prospective customers, current customers, and individuals who communicate with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018, where applicable.

1. Who We Are

Sofa Cleaning Services is a provider of professional upholstery and sofa cleaning services. In the course of arranging and delivering our services, we may collect and process personal data about customers, property occupants, and other relevant individuals. This policy describes the types of data we collect, the reasons for processing it, and the rights available to individuals under data protection law.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision of our services, the management of our business, and compliance with legal obligations. Depending on your interaction with us, we may collect the following categories of information:

• Identity information such as your name or title.
• Contact information such as address details and other communication details used to arrange services.
• Service information such as cleaning preferences, booking requests, property access notes, and details relevant to the sofa cleaning service.
• Payment information necessary to process transactions and maintain financial records.
• Communication records including enquiries, complaints, service updates, and correspondence.
• Technical data if you interact with us through electronic systems, such as device or usage details generated by those systems.
• Special category data only where it is inadvertently provided and only where necessary for the service or legal compliance; we do not intentionally seek such information.

We do not intentionally collect more information than is needed to deliver sofa cleaning services and manage our customer relationship responsibly.

3. How We Use Personal Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotations.
• To schedule, manage, and deliver sofa cleaning services.
• To communicate about bookings, service changes, and follow-up matters.
• To process payments and manage invoices, refunds, and accounting records.
• To maintain records of services performed and customer preferences.
• To handle complaints, disputes, and customer support requests.
• To comply with tax, accounting, consumer protection, and other legal obligations.
• To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We process personal data only where there is a lawful reason to do so and only for purposes that are compatible with the expectations of our customers.

4. 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 where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering cleaning services, issuing invoices, and communicating about the service.

Legal Obligation

We process certain information to comply with legal obligations, including accounting, tax, consumer, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining business records, improving our services, responding to complaints, and protecting against fraud or misuse.

Consent

Where required by law, we will rely on your consent. If we ever ask for consent, you may withdraw it at any time. Withdrawing consent will not affect processing already carried out lawfully before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These parties act as data processors or, in some cases, separate controllers. We require all processors to handle personal data securely and only on our instructions, where legally applicable.

Examples of processors may include:

• Payment processing providers used to handle card or electronic payments.
• Accounting and bookkeeping providers used for financial management.
• IT and data storage providers used to securely store business records and communications.
• Customer management or booking systems used to organise appointments and service delivery.
• Communication service providers used to send booking confirmations and service updates.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our legal rights. We do not sell personal data.

6. International Transfers

If any of our processors or service providers store or access data outside the UK, we will ensure appropriate safeguards are in place to protect personal data in accordance with applicable law. These safeguards may include adequacy decisions or approved contractual protections.

7. 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 requirements. Retention periods may vary depending on the type of record and the purpose of processing.

• Customer and booking records are kept for the period required to manage the service relationship and any follow-up matters.
• Financial and invoicing records are retained for the period required by tax and accounting laws.
• Communication records may be retained for a reasonable period to respond to enquiries, resolve disputes, and improve service delivery.
• Supporting operational records are deleted or anonymised when they are no longer needed.

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information we process and the risks involved. While no system can be guaranteed completely secure, we aim to maintain reasonable and proportionate protections.

9. Your Rights

Under data protection law, individuals may have the following rights in relation to their personal data:

• Right of access – to request a copy of the personal data we hold about you.
• Right to rectification – to request correction of inaccurate or incomplete data.
• Right to erasure – to request deletion of data in certain circumstances.
• Right to restriction – to request limited processing in certain situations.
• Right to object – to object to processing based on legitimate interests, where applicable.
• Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
• Right to withdraw consent – where processing is based on consent.

You will not usually have to pay a fee to exercise your rights. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

10. Children’s Data

Our services are intended for adult customers and property-related service arrangements. We do not knowingly collect personal data from children except where it is incidentally provided and necessary for a booking or service context. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. 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. The updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

12. Summary of Our Commitment

Sofa Cleaning Services is committed to processing personal data responsibly, securely, and only when necessary. We use information to provide and improve our cleaning services, manage bookings and payments, comply with legal obligations, and maintain accurate records. We rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate. We share data only with trusted processors and other parties where necessary and lawful. We retain personal data only as long as needed and respect the rights of all customers in area.

This policy is intended to provide clear and transparent information about how personal data is handled in connection with Sofa Cleaning Services.