Privacy notice
What personal information we hold, why we hold it, and what you can ask us to do with it. It's written in plain language on purpose. If anything is unclear, please ask.
Last updated: [DATE]
Who we are
Charnwood Tech is a small local business providing one-to-one technology help in customers' own homes around Loughborough. It is run by Simon, a sole trader, who is responsible for your information (the “data controller”).
- Telephone: 07448 466901
- Email: hello@charnwoodtech.co.uk
- ICO registration number: [ICO REGISTRATION NUMBER]
We are the data controller for the information described here, which means we are responsible for deciding how it is used and for keeping it safe.
What we collect
- Your contact details: name, address, phone number and email address.
- Your enquiry: what you told us you needed help with, when you contacted us, and how you heard about us.
- Appointment details: the date and time booked, the address for the visit or the remote session details, and anything we asked you to prepare.
- Notes from the visit or session: a short note of what was covered and what to do next time. We do not record passwords, PINs, recovery codes or card details, and we do not keep copies of your documents, photographs or messages.
- Information about the device or problem, only where it is needed to do the work.
- Payment and accounting records: what was charged, when, and how it was paid.
- Gift vouchers: if you buy one, your name and contact details, and the name of the person it is for.
- Telephone calls and voicemails: the number you call from, and any voicemail you leave, are held on our business mobile phone. Voicemails are deleted once we have called you back.
We do not buy or sell marketing lists, we do not use your information for automated profiling, and we do not make decisions about you by automated means.
Why we use it, and the lawful basis
| What we use it for | Lawful basis |
|---|---|
| Answering your enquiry and arranging an appointment | Contract with you, or steps taken at your request before a contract |
| Delivering the visit or remote session, and leaving you a note of what was done | Contract with you |
| Taking payment and keeping accounting records | Contract with you, and our legal duty to keep tax records |
| Contacting you about an appointment that is already booked | Contract with you |
| Asking how a visit went, and asking for a review | Legitimate interests: we want to know whether we got it right and to build a local reputation |
| Keeping the business records straight, and dealing with a complaint or a claim | Legitimate interests: running the business properly and being able to defend it if something goes wrong |
| Telling you about something genuinely useful, such as a new service | Consent, or the soft opt-in for existing customers. You can opt out at any time |
Who else sees your information
Our website runs on our own server in the UK. We keep outside services to the minimum needed, but some process information on our behalf:
- Cloudflare delivers our website and passes on email sent to our address, so it handles your connection details (such as your IP address) and the emails you send us on their way to our mailbox.
- Google (Gmail) holds our mailbox, so it stores the emails you send us and our replies.
- Resend passes on the emails we send, so it handles the address and contents of our replies.
- [CARD PAYMENT PROVIDER] processes card payments. We never see or store your full card details.
- HMRC, where we are legally required to report or keep records.
We may also share information with a professional adviser or insurer if there is a claim or a legal obligation. We do not sell your information or share it for anyone else's marketing.
Sending information outside the UK
Where any of the services above hold information outside the UK, we rely on [SAFEGUARD FOR TRANSFERS OUTSIDE THE UK], and we can tell you more if you ask.
How long we keep it
| What | How long |
|---|---|
| Enquiries that do not become a booking | 12 months, then deleted |
| Customer contact details and visit notes | 6 years after your last appointment |
| Payment and accounting records | 6 years, as HMRC expects |
| Marketing consent, if you agreed to hear from us | Until you opt out |
| Voicemails | Deleted once we have called you back |
We keep records for 6 years because tax and contract claims can arise years after the work. After that they are deleted.
Your rights
You have the right to:
- be told how your information is used, which is what this notice does;
- see a copy of the information we hold about you;
- correct anything that is wrong;
- ask us to delete information, for example if there is no good reason for us to keep it any more (we may have to keep financial records for tax purposes);
- ask us to restrict what we do with it;
- move it to another provider, where that is possible;
- object to us using your information, including where we rely on legitimate interests;
- withdraw consent at any time, where consent is what we are relying on.
To use any of these, phone 07448 466901 or email hello@charnwoodtech.co.uk. We will respond within one month, and there is no charge in normal circumstances.
If you are unhappy with how we have handled your information, please tell us first, as we would rather put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
This website does not set cookies and does not track visitors. If that ever changes, this notice will say so, and you will be asked before any non-essential cookie is set.
Changes to this notice
If we change how we use your information, we will update this notice and change the date at the top. Where the change is significant, we will tell current customers directly.
Contact
For anything to do with this notice or your information: Simon, Charnwood Tech. Phone 07448 466901 or email hello@charnwoodtech.co.uk.