1. Who we are

Gallon Window Cleaning is a cleaning business based in Portknockie, Moray, Scotland, providing window cleaning and related cleaning services, including domestic cleaning.

We are committed to protecting your personal information and handling it responsibly in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.

Business: Gallon Window Cleaning
Website: www.gallonwindowcleaning.co.uk
Data controller: Stuart Gallon, Gallon Window Cleaning
Privacy enquiries: info@gallonwindowcleaning.co.uk

Business contact address: 21 Seafield Street, Portknockie, Moray, AB56 4LX

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2. Information we collect

Depending on your relationship with us, we may collect:

• Your name and contact details, including address, telephone number and email address.

• Information about your property and the cleaning services requested.

• Cleaning schedules, appointment details and service history.

• Quotations, invoices, payment records and outstanding balances.

• Communications sent through our website, text messages, WhatsApp, Facebook Messenger, email or telephone.

• Marketing preferences and records of consent or objections.

• Technical information about website visits, where collected through cookies or analytics.

We only collect personal information reasonably necessary for legitimate business purposes.

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3. How we use your information

We use personal information to:

• Respond to enquiries and provide quotations.

• Arrange, deliver and manage cleaning services.

• Communicate about appointments, access arrangements and changes to services.

• Maintain customer records and payment histories.

• Process payments and manage accounts.

• Meet legal, accounting and tax obligations.

• Handle complaints, disputes and insurance matters.

• Maintain the security and effectiveness of our website and business systems.

• Send marketing communications where legally permitted.

4. Our lawful bases

Under UK GDPR, we rely on the following lawful bases where appropriate:

Contract: To provide quotations requested by customers, arrange cleaning services and fulfill customer agreements.

Legal obligation: To retain accounting and tax information and comply with applicable legal requirements.

Legitimate interests: To manage our business, maintain appropriate customer records, prevent fraud, improve services, secure our systems and undertake permitted marketing, where our interests do not override individuals' rights.

Consent: Where required, including for certain marketing communications and non-essential website cookies or tracking technologies.

You can withdraw consent at any time without affecting the lawfulness of processing already carried out.

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5. Customer management software

We use Squeegee customer management software to help organise cleaning rounds, customer records, appointments, invoices and communications.

Information entered into Squeegee may be processed by its service providers under appropriate contractual and data protection arrangements.

Access is limited to authorised individuals who require information to perform their work.

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6. How we communicate with customers

We communicate through telephone calls, text messages, WhatsApp, Facebook Messenger, email and our website.

We use these channels to respond to enquiries, arrange appointments, provide service updates and manage customer relationships.

Communications through third-party platforms are also subject to those providers' privacy arrangements.

We do not treat your provision of a telephone number or email address for service purposes as automatic consent to electronic marketing.

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7. Payments and financial records

We accept various payment methods, which may include cash, bank transfers and electronic payments.

We retain relevant transaction and accounting records for business administration and legal compliance.

Where third-party payment processors are used, they may process information necessary to complete transactions.

We do not intentionally retain full payment card details within our customer management records.

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8. Marketing communications

We may occasionally promote our window cleaning, domestic cleaning and related services.

We only send marketing by text, email or electronic messaging where we have valid consent or another applicable legal permission.

We may use customer information for postal marketing where we have an appropriate lawful basis.

You can object to direct marketing at any time by contacting us. We will respect your preferences and maintain appropriate records to prevent further unwanted marketing.

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9. Website cookies and analytics

Our website may use cookies and similar technologies for essential website functionality, security, analytics and advertising.

Where legally required, we will ask for your consent before using non-essential cookies or tracking technologies.

You can manage your cookie preferences through our website's cookie controls, where available.

The following links explain how to access cookie settings in various browsers:

• Cookie settings in Firefox

• Cookie settings in Internet Explorer

• Cookie settings in Google Chrome

• Cookie settings in Safari (OS X)

• Cookie settings in Safari (iOS)

• Cookie settings in Android

To opt out of being tracked by Google Analytics across all websites, visit this link:  http://tools.google.com/dlpage/gaoptout.

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10. Sharing your information

We may share relevant personal information with:

• Authorised employees or workers delivering cleaning services.

• Squeegee and other software providers supporting business administration.

• Our website hosting provider.

• Payment processing and banking providers.

• Accountants and professional advisers.

• Insurers where necessary.

• Public authorities where legally required.

We only share information where there is a valid business or legal reason and take reasonable steps to protect it.

We do not sell customer personal information to third-party marketing companies.

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11. International transfers

Some software, messaging, website or payment providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that a lawful transfer mechanism and relevant safeguards apply.

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12. How long we retain information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, tax, contractual and legitimate business requirements.

Accounting and tax records are retained for the applicable statutory periods.

Customer and enquiry records are reviewed periodically, and information no longer required is securely deleted or anonymised.

We may retain limited information necessary to respect requests not to receive marketing.

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13. Protecting your information

We use reasonable technical and organisational security measures, including appropriate account access controls, secure devices, staff confidentiality requirements and restricted access to customer records.

No electronic system can be guaranteed completely secure, but we take reasonable steps to reduce the risk of unauthorised access, loss or misuse.

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14. Your data protection rights

Subject to applicable legal conditions, you may have the right to:

• Request access to personal information we hold about you.

• Ask us to correct inaccurate information.

• Request deletion of information in certain circumstances.

• Object to certain processing, including direct marketing.

• Request restriction of processing.

• Request transfer of eligible information.

• Withdraw consent where processing relies on consent.

To exercise your rights, please contact us using the details above.

We normally respond to valid requests within one calendar month, subject to applicable extensions and exemptions.

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15. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO):

Website: www.ico.org.uk
Telephone: 0303 123 1113

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16. Changes to this policy

We may update this privacy policy to reflect changes in our services, systems or legal obligations.

The latest version will be published on our website with an updated revision date.