Polar Valets Privacy Policy

(Last Updated: April 2, 2025)

1. Introduction
Polar Valets ("we," "us," or "our"), operating via polarvalets.co.uk, is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect the personal information you provide to us when you use our website, enquire about our services, or book our secure car detailing studio offering ceramic coating, paint correction, interior detailing, and mobile valeting services.
We are the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR). Our contact details for privacy-related queries are provided at the end of this policy.
Your access to and use of our Website and services is conditional upon your acceptance of and compliance with this Privacy Policy. By using our services or providing us with your information, you agree to the practices described in this policy.

2. What Information We Collect
We may collect the following types of personal information:

Contact Information: Your name, email address, phone number, and address (e.g., home or business address where mobile services are required or for billing/location context).
Service Details: Information relevant to the service you require, such as: vehicle make, model, and condition, service requirements (e.g., specific detailing package chosen, notes on vehicle condition), location for mobile service, appointment preferences, and potentially photos if needed for quoting or service planning.
Enquiry Information: Any information you provide when contacting us via website forms, email, phone, or other means, including message content.
Booking Information: Dates, times, and locations (studio or mobile) of requested or confirmed appointments.
Payment Information: Details necessary to process payments for deposits or services (e.g., information for bank transfers, details for card processing via third-party providers – we do not typically store full card details ourselves).
Website Usage Information: Basic, often anonymised or aggregated, information collected via cookies about how you interact with our website (e.g., pages visited, duration of visit). See our Cookie Policy for details.

We generally do not collect 'special categories' of personal data (sensitive data like health, race, religion).

3. How We Collect Information
We collect information primarily directly from you when you:

Fill out forms on our website (e.g., contact, quote request forms).
Contact us directly via email, phone, or potentially social media messaging.
Provide details during the consultation or booking process.
Make payments for our services.
Interact with our website (basic usage data via cookies – see Cookie Policy).

4. How We Use Your Information (Purpose & Legal Basis)

We use your personal information for the following purposes, relying on specific legal bases under UK GDPR:

To Provide Quotes & Information: To understand your requirements and provide accurate service details and pricing. (Legal Basis: Necessary to take steps prior to entering into a contract)
To Schedule & Manage Bookings: To arrange, confirm, and manage your appointments at our secure studio in Malvern or via mobile service in Worcestershire and surrounding areas. (Legal Basis: Necessary for the performance of a contract)
To Deliver Services: To carry out the agreed car detailing or valeting service effectively and safely. (Legal Basis: Necessary for the performance of a contract)
To Communicate With You: To respond to enquiries, send confirmations and reminders, provide service updates, and handle any follow-up communication. (Legal Basis: Necessary for the performance of a contract; Legitimate interests - providing excellent customer service)
To Process Payments: To manage invoices, deposits, and final payments for services rendered. (Legal Basis: Necessary for the performance of a contract)
For Record Keeping & Administration: To maintain accurate business records, including potentially photos for quality control or reference (e.g., before/after photos). (Legal Basis: Legitimate interests - efficient business management, quality assurance, potential dispute resolution; Legal obligation - for financial/tax records)
To Improve Our Website & Services: Analysing website usage (often anonymous data) and potentially customer feedback to enhance our offerings and user experience. (Legal Basis: Legitimate interests - business development and improvement)
To Comply with Legal Obligations: To meet requirements set by law, regulators, or authorities. (Legal Basis: Necessary for compliance with a legal obligation)

Direct Marketing: We may use your contact details to send you occasional updates or promotional offers related to our services if you have explicitly consented to receive them (e.g., via a newsletter sign-up checkbox). You can withdraw your consent (opt-out) at any time using the unsubscribe link in our emails or by contacting us. (Legal Basis: Consent)

5. Data Sharing
Polar Valets respects your privacy. We do not sell or rent your personal information to third parties for their marketing purposes.
We may share your data with trusted third-party service providers ('data processors') who assist us in operating our business and delivering services. We only share the minimum information necessary for them to perform their function. These may include providers of:

Website Hosting & Platform: (e.g., Wix platform services, potentially including integrated bookings, payments, communications)
Email Communication Systems: (e.g., for sending booking confirmations or responding to enquiries)
Cloud Storage Solutions: (For secure data backup and file storage)
Website Analytics: We do not currently use Google Analytics, but may do so in the future. If implemented, data would be shared with Google under their privacy terms. You can typically opt-out of Google Analytics tracking here: https://tools.google.com/dlpage/gaoptout/
Payment Processing Services: (If accepting online/card payments, data is shared directly with processors like Stripe, PayPal, or Wix Payments under their terms)

We ensure these providers have appropriate data protection and security measures in place, compliant with UK GDPR. Where providers are based outside the UK/EEA, we ensure legal safeguards (like Standard Contractual Clauses or Adequacy Decisions) are in place for international data transfers as required.

We will also disclose information if legally required to do so (e.g., by court order or law enforcement).

6. Data Security
We implement appropriate technical and organisational security measures (e.g., secure website protocols (HTTPS), access controls, data minimization, CCTV surveillance at our studio) designed to protect your personal information against unauthorised access, loss, misuse, alteration, or destruction. However, please be aware that no method of transmission over the Internet or electronic storage is 100% secure.

7. Data Retention
We will retain your personal information only for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.

Our standard retention period for customer records (including enquiry, booking, and service details) is typically for 6 years after our last interaction or service completion to meet legal and accounting obligations, unless a different period is necessary for the specific data type or a legal requirement dictates otherwise. After this period, your personal data will be securely deleted or anonymised.

8. Your Data Protection Rights (Under UK GDPR)

Under UK data protection law, you have rights including:

Right of Access: To request a copy of the personal data we hold about you.
Right to Rectification: To request correction of inaccurate or incomplete data.
Right to Erasure ('Right to be Forgotten'): To request deletion of your data where there's no compelling reason for us to keep using it (subject to legal/retention obligations).
Right to Restrict Processing: To request suspension of processing under certain conditions.
Right to Data Portability: To request transfer of your data to you or another service provider in a structured format (where processing is based on consent or contract and is automated).
Right to Object: To object to processing based on our legitimate interests (or for direct marketing).

To exercise any of these rights, please contact us using the details in Section 13. We may need to verify your identity first. We aim to respond to legitimate requests within one month.

9. Children's Privacy
Our services and website are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we may have inadvertently collected such information, please contact us immediately so we can take appropriate action.

10. Cookies
Our website uses cookies (small text files placed on your device). These help our site function, improve your experience, and may provide us with basic analytics in the future. For detailed information on the cookies we use and how to manage your preferences, please see our separate Cookie Policy: polarvalets.co.uk/cookiepolicy.

11. External Links
Our website may contain links to other websites not operated by us (e.g., social media profiles). If you click on a third-party link, you will be directed to their site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or regulatory reasons. Any updates will be posted on this page with a revised "Last Updated" date. We encourage you to review this policy periodically.

13. How to Contact Us
If you have any questions about this Privacy Policy, how we handle your personal data, or wish to exercise your data protection rights, please contact us:
Data Controller: Polar Valets Contact Method: polarvalets@hotmail.com

You also have the right to lodge a complaint with the UK's supervisory authority for data protection issues, the Information Commissioner's Office (ICO). Website: www.ico.org.uk