You hold customers' details every working day.
Names, addresses, phone numbers, access instructions and payment records are personal data, whether you run a cleaning round or a consultancy. Customers, larger clients and insurers increasingly ask how you handle them. A few clear documents answer most of those questions.
Contact details are everywhere
Phones, messaging apps, email and a notebook all hold customer details. The pack helps you decide what you collect, where it lives and how it is protected.
Quotes and invoices need care
Quote forms and invoices are where you collect data and where you must keep some of it for tax. The pack shows what to tell customers and what to keep.
Follow-ups need a basis
Reminders for a booked job are one thing; promotional messages are another. The pack explains when you need consent and how to word it.
Five parts. One simple setup for your customer data.
Each part stands on its own and also points to the next: the booking notice feeds the ROPA, and the retention guidance says how long each record stays.
Customer booking & contact data
Say what you collect and why, in plain words.
- Booking and enquiry form wording
- A short privacy notice for customers
- What to do with messages from phone, email and messaging apps
Invoicing & quote forms
Collect what the job needs, and tell customers how you use it.
- Quote and invoice form wording
- Information to show at the point of collection
- Handling payment details safely
Retention of job records
How long to keep what, and what to do afterwards.
- A suggested approach for quotes, job notes and invoices
- Notes on national tax and accounting rules
- When to delete or anonymise
Marketing consent for follow-ups
Stay in touch without crossing the line.
- When consent is needed and when it is not
- Consent wording and an unsubscribe routine
- Keeping job-related messages separate from promotions
Basic ROPA for service businesses
A pre-filled Record of Processing Activities.
- Common activities such as bookings, quotes, invoicing and follow-ups
- Suggested legal bases, data categories and retention periods
- Recipient lists such as your accountant, booking tool and email provider
Real wording, not a table of contents.
Two short excerpts from the pack. Highlighted fields are the parts you fill in for your own business.
How we use your details
We use the details you give us, such as your name, address, phone number and the work you need, to prepare your quote and to carry out the job if you go ahead. We keep them for [retention period] and share them only with people who help us do the work, such as our accountant. We do not send you marketing unless you tell us you would like it.
You can ask to see, correct or delete your details by writing to [contact email].
The full pack gives a longer version for your website privacy policy.
Quotes, bookings and job scheduling
| Purpose | Prepare quotes, agree dates, carry out and record the work |
|---|---|
| Legal basis | Art. 6(1)(b), steps at the customer's request and performance of a contract |
| Data subjects | Customers and enquirers |
| Categories | Name, address, phone, email, job details, access notes |
| Recipients | Booking or scheduling tool, email provider, accountant |
| Retention | [period] after the job, then delete |
Each activity also lists security measures.
These are shortened starting points. Your own notices and records must reflect what you actually do, and national rules vary. The pack shows you where to check.
Who it's for, and who it isn't.
A good fit if you
- Run a small service business: trades, cleaning, consulting, freelancing
- Take bookings, quotes or enquiries from customers in the EU
- Use a phone, email and perhaps a booking or invoicing tool
- Have no in-house privacy counsel
Not enough on its own if you
- Process health or other special-category data for customers (see the Clinic & Wellness Compliance Pack)
- Use CCTV, tracking devices or large-scale customer profiling
- Handle customer data on behalf of other businesses, where you act as a processor
- Need a signed, lawyer-reviewed contract; the pack is not legal advice
Five parts. One payment.
Everything on this page, delivered together. Adapt it to your business, update your notices and answer the next question from the same documents.
- Customer booking & contact data
- Invoicing & quote forms
- Retention of job records
- Marketing consent for follow-ups
- Basic ROPA for service businesses
Before you ask —
Who is the Local Services Compliance Pack for?
Small service businesses in the EU, such as plumbers, cleaners, consultants and freelancers, that take bookings, quotes and payments from customers and want a simple, documented way to handle their data.
What do I receive?
Five parts: customer booking and contact data wording, invoicing and quote form wording, retention guidance for job records, marketing consent wording for follow-ups and a basic ROPA for service businesses. You get your download page straight after checkout, with no account to create.
Do I need a ROPA if I'm a sole trader?
Article 30 exempts smaller organisations only where processing is occasional, low-risk and involves no special-category data. If you handle customer data regularly, which most service businesses do, keeping a short record is the safer course, and it is simple with the pack's starter.
Can I send customers marketing messages?
It depends on the channel and the country. Consent is the usual route for marketing emails and texts, and some countries allow limited messages to existing customers about similar services. The pack gives consent wording and explains how to check your national rule.
How long must I keep job and invoice records?
Tax and accounting rules set minimum periods and they differ between countries. The retention guidance separates what you must keep from what you can delete and leaves the national period as a field for you to confirm.
Is this legal advice?
No. The pack is a practical starting point. The wording and records are drafts you adapt to how you really work, and national rules vary. Have a qualified lawyer review anything you rely on.
What if it isn't what I expected?
Email hello@gdprgard.eu within 14 days for a full refund. No form to fill in.
Keep customers' details tidy and trusted.
Get the notices, form wording, retention guidance and ROPA in one pack and put your customer data in order.
Get the Pack — €39