1. Who we are

Hydro Shine provides mobile car valeting and detailing services across Leeds and West Yorkshire. For UK data protection law, Hydro Shine is the controller of the personal information described in this policy.

Questions about this policy or your personal information can be sent to contact@hydroshine.co.uk or raised by telephone on 07405 220 248.

2. Information we collect

Depending on how you interact with us, we may collect:

• Identity and contact details, including your name, telephone number, email address and service address.
• Vehicle details, including registration number, make, model, year, colour, size and relevant information about its condition.
• Booking details, including the services and extras selected, appointment date and time, special instructions, access requirements and booking history.
• Payment and transaction information. Card payments are processed by our payment provider; Hydro Shine does not store your full card number or security code.
• Account and communication information, including details you provide through an account, enquiry, email, telephone call or message.
• Website and device information, including IP address, browser type, approximate location, pages viewed, referring source and cookie or advertising identifiers where permitted.
• Photographs or videos of vehicles taken to document condition, completed work or, with appropriate permission, showcase our services.

3. How we use your information

We use personal information to:

• check whether your postcode is within our service area;
• identify your vehicle and calculate the correct service price and duration;
• take, manage, confirm, reschedule or cancel bookings;
• process deposits or other payments, issue invoices and maintain financial records;
• deliver services at your home, workplace or another agreed location;
• send essential booking updates and respond to enquiries;
• manage customer accounts, saved vehicles and booking history;
• recover or follow up an unfinished booking where appropriate;
• prevent fraud, protect our website and resolve disputes;
• measure and improve our website, services and advertising; and
• send marketing where you have consented or where the law otherwise permits it, with an easy way to opt out.

4. Our lawful bases

Under UK data protection law, we rely on one or more of the following lawful bases:

• Contract — to take steps at your request before a booking and to provide a service you have booked.
• Legitimate interests — to operate and improve Hydro Shine, respond to enquiries, protect the business, understand service performance and follow up relevant unfinished bookings, provided those interests are not overridden by your rights.
• Legal obligation — to meet accounting, tax, consumer protection and other legal requirements.
• Consent — where required for optional marketing, non-essential cookies or a particular use of photographs. You may withdraw consent at any time.

5. Cookies, analytics and advertising

Our website may use strictly necessary cookies to provide core functionality, security and booking features. With your permission, we may also use analytics and advertising technologies, including Google Analytics and Google Ads, to understand visits, measure advertising performance and improve our services.

You can accept or reject optional cookies through the cookie controls shown on the website and can change your browser settings to block or delete cookies. Blocking necessary cookies may affect website or booking functionality.

6. Who we share information with

We only share personal information where it is necessary and appropriate. Recipients may include:

• our booking, customer relationship and scheduling provider, including OrbisX;
• payment processors used to handle secure online payments;
• vehicle information providers used for registration lookup;
• postcode, mapping and address services used to check coverage and locate appointments;
• website hosting, email, security, analytics and advertising providers;
• detailers or contractors who need the information to fulfil an allocated booking; and
• professional advisers, regulators, law enforcement or other parties where disclosure is required by law or necessary to protect legal rights.

We do not sell your personal information.

7. International transfers

Some technology providers may process information outside the United Kingdom. Where this happens, we use providers and safeguards designed to protect the information in accordance with UK data protection law, such as UK adequacy regulations or approved contractual protections.

8. How long we keep information

We keep personal information only for as long as needed for the purposes described above, including:

• booking, customer and service records for as long as needed to provide support and manage our relationship;
• invoice, payment and accounting records for up to seven years where required for tax and legal purposes;
• unfinished booking information for a limited period, normally no longer than 90 days;
• enquiry records normally for up to 24 months after the last meaningful contact; and
• marketing information until you opt out or it is no longer relevant.

We may retain information for longer where necessary to establish, exercise or defend legal claims, comply with law or resolve an active complaint.

9. How we protect information

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No online system can be guaranteed completely secure, but we review the safeguards used by our website and service providers.

10. Your data protection rights

Depending on the circumstances, you may have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase your information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format; and
• withdraw consent where processing is based on consent.

These rights are not absolute and exemptions may apply. We may need to verify your identity before responding. We normally respond within one month.

11. Children

Our services and website are not directed at children under 16, and we do not knowingly collect their personal information.

12. Links to other websites

Our website may link to websites operated by other organisations. Their privacy practices are governed by their own notices, and Hydro Shine is not responsible for those external websites.

13. Complaints

Please contact us first if you have a concern so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. Visit ico.org.uk for guidance.

14. Changes to this policy

We may update this policy when our services, technology or legal obligations change. The latest version will always be published on this page with its revision date.