1. Who we are and how to contact us
Berry & Sons Exterior Cleaning is a sole trader business based in Worthing, West Sussex, United Kingdom. We provide window cleaning, roof cleaning and moss removal, gutter cleaning, fascia and soffit cleaning, pressure washing, conservatory roof cleaning, solar panel cleaning and other exterior cleaning and maintenance services.
We are the data controller for the personal information described in this policy. This policy explains how we handle it under UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR). Contact us at info@berryandsons.co.uk or through our website, berryandsons.co.uk.
We do not publish a street address. We work at our customers' properties and do not operate a public office, so email and phone are the best ways to reach us.
2. What personal information we collect
We collect information you give us when you use our quote or contact forms, phone us, email us, message us or otherwise communicate with us. This may include:
- your name, telephone number and email address;
- your property address and postcode;
- property type, the services you are interested in and any details or messages you provide;
- quotations, appointment and booking details, and service history;
- invoices, payment status and records of our communications with you.
Please do not send payment-card details or sensitive personal information through our forms or messages.
3. How we use your information
We use personal information to:
- respond to enquiries and prepare quotations;
- arrange, confirm and reschedule appointments, including recurring cleans;
- deliver our cleaning services and access the right property;
- maintain customer records and service histories;
- issue invoices, take payments and keep financial records;
- deal with questions, complaints or disputes and meet our legal obligations.
4. Our lawful bases
- Contract: to provide services you book, or to take steps you ask for before booking, such as preparing a quote.
- Legitimate interests: to run our business, keep customer records and follow up enquiries, where this does not override your rights.
- Legal obligation: to keep records required by law, such as tax and accounting records.
- Consent: where the law requires it, for example certain marketing. You can withdraw consent at any time.
5. How we use and protect your contact details
We use your phone number, email address and property address to communicate about your enquiry, quote, appointments, invoices and services. Only people working for our business who need these details have access to them. We do not sell your personal information.
7. Customer management and appointment records
We use a customer relationship management (CRM) system to manage customers, appointments, recurring cleans and service histories. It may contain your name, contact details, property address, services, appointment dates, notes about access or the work, and invoice or payment status.
8. Before-and-after photos
We may take photographs of properties before, during and after our cleaning services for purposes such as assessing the work required, recording the condition of a property, documenting completed work and maintaining service records.
Where photographs are used for marketing or promotional purposes, such as on our website, social media pages or advertising materials, we will take reasonable steps to avoid including identifiable personal information. Where required, we will obtain appropriate permission before using photographs in this way.
If you have any questions about our use of photographs, please contact us using the contact details provided on this website.
9. How long we keep information
We keep information only as long as it is needed for the purpose it was collected, including dealing with your enquiry, following up quotes, providing ongoing services and meeting legal, tax or accounting requirements. How long depends on the type of record, whether you are a current customer and whether there is an open question or dispute. We do not apply a single fixed deletion period. You can ask us to delete information we no longer need, although some records must be kept by law.
10. Keeping your information secure
We limit access to customer information to those who need it, use password-protected business accounts and systems, and use established providers for website storage and email. No system is completely secure, but we take reasonable care to protect your information and will act promptly if we become aware of a problem.
12. Your rights
Under UK data protection law you have the right to:
- access a copy of your personal information;
- have inaccurate information corrected;
- have information erased, where there is no lawful reason for us to keep it;
- restrict how we use it in certain circumstances;
- object to processing based on legitimate interests, and to direct marketing at any time;
- receive a portable copy of information you gave us, where processing is based on consent or contract and carried out by automated means;
- withdraw consent where we rely on it.
Some rights do not apply in every situation, for example where we must keep records by law. Email us to make a request. We may need to confirm your identity and will normally reply within one month, which can be extended in limited circumstances. Making a request is usually free.
13. Marketing
Messages about your enquiry, quote, appointments and invoices are service messages, not marketing. Asking for a quote does not mean you have agreed to receive marketing. We will only send marketing where the law allows, and every marketing message will tell you how to opt out. You can also opt out at any time by emailing us.
14. International transfers
We use third-party service providers to support our website and business operations. Depending on the services used, personal information may be processed outside the United Kingdom. Where applicable, we will ensure that any international transfers comply with UK data protection law and that appropriate safeguards are in place.
15. Questions and complaints
If you have a question or concern about how we handle your information, please email info@berryandsons.co.uk and we will try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or by calling 0303 123 1113.
16. Changes to this policy
We may update this policy when our services, systems or the law change, for example if we add website analytics. The date at the top shows the latest version. Other websites we link to have their own privacy policies.