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Privacy Policy

Privacy Policy — RO London Upgrades
This Privacy Policy explains how RO London Upgrades, collects and uses your personal data when you use our website, make a booking, and when we provide in‑person services.
1) Who we are (data controller)

  • Controller: RO London Upgrades

  • Address: East London, Fairmount Drive, South Ockendon, Thurrock, RM155GP, England

  • Email: info@rolondonupgrades.com

  • Phone: +44 7492 861312

  • ICO registration: We will register with the UK Information Commissioner’s Office (ICO) where required. Registration number: Not Disclosed

We have not appointed a Data Protection Officer (not legally required for our activities). For any privacy queries, contact us using the details above.
2) The data we collect

  • Identity & contact data — name, email, phone number, service address/location.

  • Booking & transaction data — booking details, appointment date/time, service type, deposit amount, payment status, refunds/adjustments, communications about your booking.

  • Vehicle & job information — vehicle make/model/registration/VIN (if provided), photos/notes of condition before/after work, parts used, technical notes.

  • Payment data — we receive payment confirmations and limited billing details from our payment partners. We do not store full card numbers. For Buy Now Pay Later (BNPL), Klarna/Clearpay process your data as independent controllers.

  • Communications — emails, messages, phone notes and feedback.

  • Website & device data — IP address, device/browser, pages viewed, cookies and similar technologies (see section 9).

  • Marketing preferences — your opt‑in/opt‑out choices.

We do not intentionally collect special category data (e.g., health data). Please avoid sending such data unless strictly necessary for the service.
3) Purposes and lawful bases (UK GDPR)
Provide & manage bookings — process online deposits, schedule appointments, perform services.
Lawful basis: Contract (Art. 6(1)(b)); Legitimate interests for fraud prevention/records.
Customer support — answer queries, reschedule, handle complaints.
Lawful basis: Contract; Legitimate interests.
Payments — card/Apple Pay/Google Pay; BNPL via Klarna/Clearpay/Cash.
Lawful basis: Contract; Legitimate interests (security/fraud). BNPL providers act as independent controllers and rely on their own lawful bases.
Vehicle safety & job records — before/after photos, technical notes.
Lawful basis: Legitimate interests (evidence of work, safety, dispute handling).
Legal & tax compliance — accounting, record keeping, responding to lawful requests.
Lawful basis: Legal obligation (Art. 6(1)(c)).
Marketing — emails/SMS about our services.
Lawful basis: Consent, or soft opt‑in under PECR for existing customers. You can opt out at any time.
Analytics & site improvement — understand visits and improve the site.
Lawful basis: Consent for non‑essential cookies/analytics (see section 9).
4) Sharing your data
We share data only with trusted recipients to run our business:

  • Payment partners: card processors/POS acquirer/Cash, Apple Pay, Google Pay, Klarna, Clearpay. They act as independent controllers under their own privacy notices.

  • Technology providers: website host, email & cloud services, booking/communications tools, IT/security providers.

  • Professional advisers & insurers: accountants, lawyers, insurers (where needed).

  • Authorities: law enforcement, regulators or courts where legally required.

We do not sell your personal data.
5) International transfers
Some providers may process data outside the UK. Where they do, we rely on: (i) a UK adequacy decision for the destination; or (ii) approved safeguards such as the UK International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses with the UK Addendum. Details are available on request.
6) Retention
We keep data only as long as necessary and to meet legal obligations:

  • Bookings, invoices & transaction records: 6 years (tax/accounting)

  • Customer service communications: 2 years after last interaction (longer if a dispute is ongoing)

  • Vehicle photos & job notes: 12 months after service (longer if reasonably required for a dispute/safety)

  • Marketing contact details: until you opt out/withdraw consent

  • Website logs & analytics: 12 months (aggregated/anonymised data may be kept longer)

7) Your rights

  • Access to your data and a copy of it

  • Rectification of inaccurate data

  • Erasure (in some cases)

  • Restriction of processing (in some cases)

  • Portability of data you provided to us

  • Objection to processing based on legitimate interests or to direct marketing

  • Withdraw consent where we rely on consent (e.g., marketing, non‑essential cookies)

  • No solely automated decisions with legal or similarly significant effects (we do not do this). BNPL providers may make credit decisions under their own policies.

To exercise your rights, email info@rolondonupgrades.com. We may ask for proof of identity. You also have the right to complain to the ICO (see section 11).
8) Children
Bookings and payments must be made by an adult (18+). We do not knowingly collect children’s data without parental involvement.
9) Cookies & similar technologies (PECR)
Our site uses cookies and similar technologies. We use strictly necessary cookies to make the site work. We use analytics and, where applicable, functional/advertising cookies only with your consent.
Cookie categories we use:

  • Strictly necessary — security, session management, checkout (consent not required)

  • Analytics — site performance and usage (consent required)

  • Functional — remember settings (consent required)

  • Advertising — measure/serve ads (consent required)

You can change preferences at any time via a Manage Cookies link in our footer or your browser settings. For more details, see our Cookie Policy.
10) Security
We use appropriate technical and organisational measures (e.g., encryption in transit, access controls, least‑privilege). No system is 100% secure.
11) Complaints & contacting the ICO
If you’re unhappy with how we use your data, please contact info@rolondonupgrades.com first. You can also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.
We may update this Privacy Policy from time to time. We will post the latest version here and change the Last updated date above. If changes are material, we will notify you by email or on the site.

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