Privacy Policy

1. Who We Are

Perflection Detailing is a UK-based sole trader business providing professional window cleaning, gutter cleaning, exterior cleaning and vehicle detailing services in Aylesbury, Buckinghamshire and surrounding areas.

We are committed to protecting your privacy and handling your personal information responsibly.

Perflection Detailing is responsible for determining how and why personal information is processed in connection with our business.

For privacy-related enquiries, please contact:

Email: Perflectiondetailing@gmail.com
Website: https://perflectiondetailing.co.uk

2. Information We Collect

Depending on your enquiry or the services you receive, we may collect:

• Your name, telephone number and email address.
• Your home, business or service address.
• Vehicle information where relevant to detailing services.
• Details of requested or completed services.
• Quotations, appointments and regular cleaning schedules.
• Invoices, payment information and transaction records.
• WhatsApp messages, emails and other correspondence.
• Information you provide about your property or service requirements.
• Website usage information collected through cookies and analytics.

We aim to collect only the information reasonably necessary to operate our business and provide our services.

3. How We Collect Information

We collect personal information when you contact us by telephone, WhatsApp or email, request a quotation, arrange an appointment or become a customer.

Information may also be collected through our appointment scheduling, invoicing and payment services.

When you visit our website, certain technical information may be collected through cookies and analytics, subject to your cookie preferences.

4. How We Use Your Information

We use personal information to:

• Respond to enquiries and provide quotations.
• Arrange and deliver our cleaning and detailing services.
• Manage regular window cleaning and other recurring appointments.
• Contact customers about bookings and service updates.
• Send appointment confirmations and reminders.
• Prepare invoices and record payments.
• Maintain relevant customer records and service histories.
• Respond to questions, complaints and follow-up enquiries.
• Meet accounting, tax and other legal obligations.
• Maintain and improve our website and business operations.

5. Our Legal Basis for Processing Information

Under UK data protection law, we process personal information using the following lawful bases where applicable:

Contract: Where information is necessary to arrange or provide services requested by customers.

Legal obligation: Where we must retain or process information to comply with tax, accounting or other legal requirements.

Legitimate interests: Where information is reasonably necessary for business administration, responding to enquiries, managing customer relationships, maintaining service histories or dealing with disputes, provided those interests are not overridden by individuals’ rights.

Consent: Where consent is required, including certain website cookies and electronic marketing activities.

6. Customer Records and Appointment Management

We maintain internal customer records containing information such as names, contact details, service addresses, vehicle information where applicable, appointment schedules and service histories.

These records help us manage our business and provide an efficient, reliable service.

Our systems include:

Acuity Scheduling: Used for managing regular vehicle-detailing appointments and sending automated email and SMS appointment reminders.

Zoho Invoice: Used for current customer invoicing and billing records.

Bookipi: Previously used for invoicing and retained for access to historical customer invoices and records.

Internal spreadsheets and calendars: Used to organise customer information, window cleaning rounds, recurring appointments and previous services.

Our internal customer spreadsheet is stored locally on a business laptop.

7. WhatsApp, Telephone and Email Communications

Customers can contact Perflection Detailing through WhatsApp, telephone and email.

We retain relevant communications to respond to enquiries, manage appointments and refer to previous quotations or completed work.

Regular customers’ contact details may also be saved to our business contact records.

For one-off customers and enquiries, WhatsApp conversations may remain within the application for reference if the customer contacts us again.

We review retained communications periodically and remove information when it is no longer reasonably required.

8. Payments and Invoicing

We accept payment by bank transfer and cash. We can also provide payment links for credit or debit card transactions through Lopay.

Card payments made through these links are processed by the payment provider.

We may retain invoices, transaction references, payment confirmations and other records necessary for business administration and accounting.

We do not require customers to provide their full card numbers or card security codes directly to us.

9. Marketing Communications

We have previously used Mailchimp to send customer updates, promotional offers and business news.

We are not currently using Mailchimp for regular marketing campaigns, although historical customer email addresses may still be stored within our account.

We review historical marketing information and remove personal data when there is no longer a valid reason to retain it.

If promotional email marketing resumes, we will comply with applicable UK electronic marketing and data protection requirements, including appropriate consent or other permitted grounds and unsubscribe options.

Customers may object to direct marketing at any time.

10. Website Cookies and Google Analytics

Our website uses cookies and similar technologies.

Essential cookies help the website function correctly and remember privacy preferences.

We also use Google Analytics to understand how visitors interact with our website and help improve its performance.

Our website uses WPConsent to provide visitors with options to accept, reject or manage optional cookies.

Where consent is required, optional analytics cookies should only be activated after the appropriate consent has been given.

Visitors can manage their cookie choices through the controls available on our website.

Further information about individual cookies and their purposes is available through our website’s cookie preference controls.

11. Sharing Information With Third Parties

We use selected third-party services to support our business operations.

These include, where applicable:

• Acuity Scheduling for appointment management.
• Zoho Invoice and Bookipi for invoicing records.
• Lopay and banking providers for payment processing.
• WhatsApp for customer communications.
• Mailchimp for historical marketing records.
• Google Analytics for website analytics.
• Website hosting, email and other technical service providers.

Information is shared or made available only where reasonably necessary for the relevant service or another lawful purpose.

We may also disclose information where legally required or necessary to establish, exercise or defend legal claims.

We do not sell customer personal information.

12. International Data Transfers

Some third-party service providers may process or store personal information outside the United Kingdom.

Where international transfers occur, appropriate safeguards or other lawful transfer mechanisms must be in place as required by UK data protection law.

Individual providers may publish further information about international processing in their own privacy notices.

13. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary to provide our services, manage customer relationships and meet legal obligations.

Invoices and financial records: We retain business and accounting records for at least five years after the relevant Self Assessment tax-return submission deadline, or longer where legally required.

Active customer records: We retain relevant contact details, service addresses, appointment information and service histories while customers continue using our services.

Former customer communications: We normally review routine WhatsApp conversations, emails and service correspondence within five years of the last relevant interaction, deleting information sooner where it is no longer needed. Information may be retained longer where justified by legal obligations, outstanding matters or potential disputes.

Unsuccessful enquiries: We periodically review and remove enquiry information that is no longer required.

Marketing records: We review historical mailing lists and remove personal information where there is no longer a valid reason to retain it.

Website information: Cookie and analytics information is retained according to the applicable settings and provider arrangements.

We periodically review our records and securely delete or anonymise personal information when it is no longer required.

14. Keeping Your Information Secure

We take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure.

Information may be stored in business applications, spreadsheets, electronic documents and mobile devices.

We aim to restrict access to personal information to those who require it for legitimate business purposes.

Although reasonable precautions are taken, no electronic storage or communication system can be guaranteed to be completely secure.

15. Your Data Protection Rights

Under UK data protection law, 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.
• Ask us to restrict certain uses of your information.
• Object to processing in certain circumstances, including direct marketing.
• Request transfer of certain information where applicable.
• Withdraw consent where processing relies on consent.

These rights are subject to applicable legal conditions and exceptions.

For example, certain financial records may need to be retained even if a deletion request is received.

To make a request, please contact Perflectiondetailing@gmail.com.

We will respond within the time limits required by applicable data protection law.

16. Complaints

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

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Website: https://ico.org.uk

17. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, business practices, technology providers or legal requirements.

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

18. Contact Us

For questions about this Privacy Policy or how we handle personal information, please contact:

Perflection Detailing
Aylesbury, Buckinghamshire, United Kingdom
Email: Perflectiondetailing@gmail.com
Website: https://perflectiondetailing.co.uk