Sofa Cleaning Services Privacy Policy

This Privacy Policy explains how Sofa Cleaning Services collects, uses, stores and protects personal data relating to customers and prospective customers. It applies to all Sofa Cleaning Services customers and service users in our service area, regardless of how you contact us or use our services.

We are committed to complying with the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation, as well as relevant national data protection laws. We only process personal data lawfully, fairly and transparently, and we only collect data that is necessary for clearly defined purposes.

Data Controller

Sofa Cleaning Services is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data. If you have any questions about this Policy or how we handle your data, you can contact us using the details on our website or by using your usual communication method with us.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you enquire about or use our sofa cleaning services:

Identification and contact details, such as your full name, billing address, service address, and basic contact details necessary to communicate with you. Booking and service information, such as dates and times of appointments, details of the services you request, images you choose to share of the areas to be cleaned, and notes relevant to providing the service. Payment-related information, such as partial payment details needed to confirm that a payment has been made or refunded. We do not store full card details if you pay by card through a secure payment provider. Communication records, such as emails or messages exchanged with you, feedback or complaints you submit, and any responses you provide to optional surveys. Technical and usage data, such as information about how you interact with our website or online booking tools, including device type, approximate location, and basic analytics data where this is collected through cookies or similar technologies, subject to your consent where required.

We do not intentionally collect special categories of personal data such as health information, unless you choose to provide this to us where it is relevant, for example to ensure safe access to your property. In such cases, we will treat this information with additional care and only use it for the purpose for which you provided it.

Purposes and Lawful Bases for Processing

We process your personal data only when we have a valid legal basis under data protection law. The main purposes and associated lawful bases are:

Providing and managing services. We use your identification and contact details, booking and service information, and relevant communication records to provide our sofa cleaning services, manage appointments, and carry out our obligations under the contract we have with you. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

Customer communication. We use your contact details and communication records to respond to your enquiries, manage rescheduling or cancellations, send service confirmations and updates, and handle complaints or feedback. The lawful basis is performance of a contract and our legitimate interests in managing our customer relationships.

Payments and invoicing. We process payment-related information to take payment, issue invoices and receipts, and manage refunds or disputes. The lawful basis is performance of a contract and compliance with our legal obligations relating to accounting and taxation.

Improving and developing our services. We may use technical and usage data, together with optional feedback you provide, to understand how customers use our services and to improve our website, customer experience and service offering. The lawful basis is our legitimate interests in developing and improving our business, provided these interests are not overridden by your rights and freedoms.

Marketing communications. With your consent, we may use your contact details to send you marketing messages about our services, special offers, or related products we think may interest you. You can withdraw your consent at any time as described below. Where allowed by law, we may also send limited marketing to existing customers based on our legitimate interests in promoting our services, while always offering an easy way to opt out.

Legal and regulatory compliance. We may process your data to comply with legal obligations, such as record-keeping, responding to lawful requests from authorities, or establishing, exercising or defending legal claims. The lawful basis for this is compliance with a legal obligation or our legitimate interests in protecting our rights.

Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, or to meet our legal, accounting or reporting requirements. We determine appropriate retention periods by considering the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and any applicable legal requirements.

In general, customer and booking records are retained for a period that allows us to respond to queries about completed services, manage repeat bookings, and demonstrate our compliance with legal and tax obligations. Communication records are kept for as long as needed to resolve your enquiry or complaint and to maintain appropriate records of our interactions. Where data is processed based solely on your consent, we will delete or anonymise that data if you withdraw your consent, unless we have another lawful basis to keep it.

After the relevant retention period has expired, we will either securely delete your personal data or irreversibly anonymise it so that it can no longer be associated with you.

Data Processors and Sharing of Personal Data

We do not sell your personal data. We may share your data with third parties only where this is necessary and lawful, and only under appropriate safeguards.

Service providers acting as data processors may process data on our behalf to support the delivery of our services. These may include payment processing providers, IT and cloud hosting providers, customer relationship management tools, email and communication platforms, and providers of booking and scheduling systems. These processors are only permitted to use your data in accordance with our instructions and for the specific services they provide to us, and they are required to implement appropriate security measures.

We may also share your data with professional advisers, such as accountants or legal advisers, where this is necessary for our legitimate business needs, and with public authorities or regulators where we are legally required or permitted to do so.

If any processing involves a transfer of your personal data outside the UK or European Economic Area, we will ensure that an appropriate safeguard is in place, such as an adequacy decision or standard contractual clauses, to protect your data to a standard equivalent to that in the UK or EU.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations, but we will always respond to any request you make in accordance with applicable law.

Right of access. You have the right to obtain confirmation as to whether we process your personal data and to receive a copy of that data, along with certain information about how we use it.

Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you have the right to request the deletion of your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you have withdrawn consent.

Right to restriction of processing. You can ask us to temporarily restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to data portability. Where we process your data based on your consent or on a contract and by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that we transfer it to another controller.

Right to object. You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where the lawful basis is our legitimate interests. You also have an absolute right to object at any time to the use of your data for direct marketing.

Rights in relation to consent. Where we rely on your consent for processing, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before your withdrawal.

If you wish to exercise any of these rights, please contact us using the details on our website or via your usual communication channel with us. We may need to verify your identity before responding to your request.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to staff and service providers who need it for legitimate business purposes and requiring them to keep it confidential, using secure systems and tools for storing and transmitting data, and regularly reviewing our security practices.

While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. You are responsible for keeping any passwords or authentication details you use to access our services confidential.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or technology. The updated version will always be made available through our usual communication channels, and the date of the latest revision will be indicated. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.