Privacy Policy -

Data Controller

Business Name: Richard Sweeps

Address: 115 Wessex Road, Didcot, OX11 8BJ

Email: richardsweeps@outlook.com

Telephone: 07934 807873

ICO Registration Number: ZC171206

We may collect and process the following information:

• Name

• Property address

• Postal address (if different)

• Telephone numbers

• Email address

• Appointment details

• Service history

• Notes relevant to providing our services (for example appliance type, chimney details or access information)

• Copies of correspondence between you and us

We do not store debit or credit card details.

Card payments are securely processed by SumUp.

Children's Privacy

Our services are intended for property owners, tenants and those responsible for arranging chimney sweeping services. We do not knowingly collect personal information from children.

Information may be collected when:

• You contact us through our website

• You telephone, email or message us

• You request a quotation

• You book an appointment

• We provide chimney sweeping services

• A managing agent, estate manager, landlord or other organisation instructs us to carry out work

Some customers are introduced to us by estate managers, property managers, landlords or other organisations who engage us to provide chimney sweeping services.

In these cases we may receive:

• Name

• Property address

• Telephone number

• Email address

We use this information only to arrange appointments, carry out the requested work and maintain appropriate service records.

Where appropriate, we may provide appointment information, service records and chimney sweeping certificates back to the organisation that instructed the work.

Your information is used to:

• Respond to enquiries

• Arrange appointments

• Provide chimney sweeping services

• Maintain customer service records

• Produce chimney sweeping certificates where required

• Contact you regarding appointments

• Meet legal and accounting obligations

• Manage and improve our business

As chimney sweeping is an ongoing safety and maintenance service, we may also contact existing customers when their next chimney sweep is due.

These reminders help customers maintain the safe operation of their chimney and appliance and are sent as part of our ongoing customer relationship rather than as general marketing communications. You may opt out at any time.

You may opt out of these reminders at any time.

We do not sell your personal information.

We process your personal information using one or more of the following lawful bases under UK GDPR.

Contract

To provide the services you have requested.

Legal Obligation

To comply with accounting, taxation and other legal requirements.

Legitimate Interests

To maintain customer records, manage appointments and send service reminders to existing customers where appropriate.

Where consent is required by law, we will obtain it before sending marketing communications.

We only share personal information where necessary to operate our business.

This includes trusted service providers such as:

• Microsoft 365 (email and communications)

• Squarespace (website and contact forms)

• Airtable (customer relationship management and service records)

• QuickBooks (accounting)

• SumUp (secure card payment processing)

• Acuity Scheduling (appointment booking for certain commercial clients)

We may also disclose information where required by law or to protect our legal rights.

We never sell or rent customer information.

We take appropriate technical and organisational measures to protect your personal information.

These include:

• Secure cloud-based business systems

• Password-protected devices

• Restricted access to customer information

• Regular software updates and security measures

While no system can guarantee absolute security, we take reasonable steps to safeguard the information we hold.

We also take reasonable steps to ensure that any third-party service providers we use maintain appropriate security standards.

We retain personal information only for as long as reasonably necessary to provide our services, maintain service records, comply with legal obligations and operate our business.

Accounting records are retained in accordance with HMRC requirements.

Information that is no longer required is securely deleted where appropriate.

Our website uses cookies provided by Squarespace and associated services.

These cookies help:

• Keep the website secure

• Remember your cookie preferences

• Enable website functionality

• Support appointment booking

• Provide basic website performance information

You can manage cookies through your browser settings and the cookie preferences available on our website.

Under UK GDPR you have the right to:

• Request access to your personal information

• Request correction of inaccurate information

• Request deletion of your information where appropriate

• Restrict or object to certain processing

• Request a copy of your information where applicable

• Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us using the details above.

If you have concerns about how we use your personal information, please contact us first.

If you remain dissatisfied, you may complain to the Information Commissioner's Office.

Information Commissioner's Office

Website: https://ico.org.uk

Telephone: 0303 123 1113

This Privacy Policy may be updated from time to time.

The latest version will always be published on this website.