Privacy Policy

Introduction

This Privacy Policy describes how Nottingham Upholstery and Sofa Cleaners collects and uses personal data when you interact with us, whether by visiting our website, making an enquiry, or booking one of our cleaning services. We are committed to protecting your personal information and handling it in a transparent, fair, and lawful manner. This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy was last updated as shown at the bottom of this page.

1. Data Controller Details

The data controller for the purposes of this policy is Nottingham Upholstery and Sofa Cleaners. As the data controller, we are responsible for deciding how and why your personal data is processed. In plain terms, this means we are the business that determines what information is collected about you and how it is used. As a small business, we are not required to appoint a formal Data Protection Officer (DPO). However, any questions or concerns about how we handle your personal data are dealt with directly by the business owner. You can reach us using the details below.

• Business name: Nottingham Upholstery and Sofa Cleaners
• Trading address: Pavilion Rd, West Bridgford, Nottingham NG2 5PL
• Contact telephone: 07700 179057
• Website: nottinghamupholsteryandsofacleaners

2. What Personal Data We Collect

We collect personal data in several ways depending on how you interact with us. This includes information you give us directly, information collected automatically when you visit our website, and information received from third-party platforms.

2.1 Information You Provide to Us
When you make an enquiry, request a quote, or book a service with us, you may provide the following information:

- Full name
- Home or business address (required for service delivery)
- Email address
- Telephone number
- Details of the service requested (for example, the type of upholstery or sofa to be cleaned)
- Payment information (processed securely through our payment provider; we do not store your card details)
- Any special instructions or notes you provide at the time of booking

2.2 Information Collected Automatically
When you visit our website, certain technical information may be collected automatically, including:

- IP address
- Browser type and version
- Pages visited on our website
- Date and time of your visit
- The website or source that referred you to us

2.3 Information from Third Parties
We may also receive information about you through third-party platforms, such as:

- Enquiries or bookings submitted via Google Business Profile or social media pages
- Reviews or feedback left on external platforms

3. How We Use Your Personal Data

3.1 Legal Bases for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

- Contract: To fulfil a booking or service request you have made with us
- Legitimate interests: To manage and improve our day-to-day business operations, provided your interests and rights are not overridden
- Legal obligation: To comply with applicable laws, such as keeping financial and tax records as required by HMRC
- Consent: To send you marketing communications, where you have given us your explicit consent to do so

3.2 Specific Purposes
We use your personal data for the following purposes:

• Responding to your enquiries and booking requests
• Scheduling and delivering our upholstery and sofa cleaning services
• Sending appointment confirmations and reminders
• Processing payments and issuing invoices or receipts
• Sending follow-up communications or customer satisfaction requests
• Sending promotional offers or newsletters, but only where you have given your consent
• Improving our website and the quality of our services
• Complying with our legal and regulatory obligations

4. Cookies

4.1 What Are Cookies?
Cookies are small text files that are placed on your device when you visit a website. They allow the website to recognise your device and remember certain information about your visit, such as your preferences or how you navigated the site. Cookies help us understand how our website is used and improve your experience.

4.2 Types of Cookies We Use
Our website may use the following types of cookies:

- Strictly necessary cookies: These are essential for the website to function correctly. Without them, certain features may not work as intended.
- Analytics cookies: These help us understand how visitors use our website, for example which pages are visited most often. We may use a tool such as Google Analytics for this purpose.
- Marketing cookies: These may be used to deliver relevant advertising to you, where applicable.

4.3 Managing Your Cookie Preferences
You can accept, decline, or manage cookies through your browser settings at any time. Most browsers allow you to block or delete cookies. Where our website uses a cookie consent banner or tool, you can use this to set your preferences when you first visit. Please note that disabling certain cookies may affect how our website functions and your overall experience.

5. Sharing Your Personal Data with Third Parties

5.1 Who We May Share Data With
We only share your personal data where it is necessary to deliver our services or meet our legal obligations. We may share your data with the following categories of third parties:

• Payment processors, such as card payment providers, to handle transactions securely
• Booking or scheduling software providers used to manage appointments
• Email or communication platform providers used to send confirmations or correspondence
• Website hosting and analytics providers, such as Google Analytics
• Our accountant or bookkeeper, for the purposes of maintaining financial records
• Legal or regulatory authorities, where we are required to disclose information by law
• We do not sell your personal data to any third party, under any circumstances
• All third-party processors we work with are required to handle your data securely and in compliance with UK GDPR
• Where any tools or services transfer data outside the United Kingdom, we ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections recognised under UK law

6. Data Retention

6.1 How Long We Keep Your Data
We do not keep your personal data for longer than is necessary for the purposes for which it was collected. Our standard retention periods are as follows:

• Customer records are retained for up to 6 years following the last transaction, in line with HMRC requirements for financial records
• Enquiry data, where no booking is made, is retained for up to 12 months
• Marketing consent records are retained until you withdraw your consent
• Website analytics data is retained in line with the default settings of the relevant platform (for example, Google Analytics)
• Once the applicable retention period has expired, your data will be securely deleted or anonymised so that it can no longer be linked to you
• If you would like to request the earlier deletion of your data, please contact us using the details provided in this policy. We will action your request where we are not legally required to retain the information

7. Your Rights Under UK GDPR

Under UK GDPR, you have a number of rights in relation to your personal data. These are summarised below. To exercise any of these rights, please contact us using the details provided in Section 8. We will respond to valid requests within one calendar month, free of charge in most circumstances.

7.1 Right of Access
You have the right to request a copy of the personal data we hold about you. This is known as a Subject Access Request (SAR).

7.2 Right to Rectification
If any personal data we hold about you is inaccurate or incomplete, you have the right to ask us to correct it.

7.3 Right to Erasure ("Right to Be Forgotten")
In certain circumstances, you can request that we delete your personal data. Please note that we may be unable to fulfil this request where we are legally required to retain the information, for example for tax or accounting purposes.

7.4 Right to Data Portability
Where technically feasible, you can request that we provide your personal data in a structured, commonly used, and machine-readable format so that it can be transferred to another service provider.

7.5 Right to Restriction of Processing
You can ask us to restrict how we use your personal data in certain circumstances, for example while a dispute about its accuracy is being resolved.

7.6 Right to Object
You have the right to object to processing that is based on our legitimate interests. You also have the right to object to your data being used for direct marketing purposes at any time. We will action any marketing opt-out request promptly.

7.7 Rights Related to Automated Decision-Making
We do not use any automated decision-making processes or profiling that produce legal or similarly significant effects on you.

7.8 How to Exercise Your Rights
You can submit a request by telephone, email, or post using the contact details in Section 8. We will acknowledge and respond to your request within one calendar month of receipt. Most requests are free of charge, though we reserve the right to charge a reasonable fee or decline requests that are manifestly unfounded or excessive.

8. How to Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please do not hesitate to get in touch with us. We are happy to help and will do our best to address your query promptly.

• Business name: Nottingham Upholstery and Sofa Cleaners
• Address: Pavilion Rd, West Bridgford, Nottingham NG2 5PL
• Telephone: 07700 179057
• Website: nottinghamupholsteryandsofacleaners

9. How to Complain to the ICO

If you are unhappy with how we have handled your personal data and we have been unable to resolve your concern, you have the right to lodge a complaint with the UK's data protection supervisory authority, the Information Commissioner's Office (ICO). We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO, so please do reach out to us first.

• Information Commissioner's Office (ICO)
• Website: www.ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our business practices, or the services we offer. The date shown at the bottom of this page will always indicate when the policy was last revised. Where changes are significant, we will take reasonable steps to bring them to your attention. We encourage you to review this page periodically to stay informed about how we protect your personal data.