Privacy Policy

1. Who we are

Ghost Valeters is the controller of the personal information described in this policy. This means we decide why and how your information is used.

If you have any questions about this policy or how we handle your information, contact us:

• Email: ghostvaleters@gmail.com
• Telephone: 07984 661289

2. Information we collect

We may collect the following information when you contact us, request a quote or arrange a service:

• your name;
• email address and telephone number;
• address or the location where you would like the service carried out;
• information about your vehicle and the service you require;
• your preferred appointment details;
• photographs you choose to send us;
• the contents of messages or enquiries you send; and
• records of our communications and services provided to you.

When you submit a form through our website, our form provider, Formspree, may also process technical information such as your IP address, browser type, access time and referring website address for security, fraud prevention and service operation.

Please do not send sensitive personal information through our website forms.

3. How we collect your information

We collect information directly from you when you:

• submit a form on our website;
• contact us by email, telephone, text message or social media;
• request a quote or make a booking; or
• use our valeting or detailing services.

Our website contact forms are provided by Formspree. Formspree processes and stores form submissions on our behalf and delivers them to our Gmail inbox.

4. How and why we use your information

We use your information to:

• respond to enquiries and provide quotes;
• arrange, manage and deliver requested services;
• contact you about a booking or service;
• maintain customer and business records;
• handle questions, complaints or disputes;
• protect our website and forms from spam, fraud and misuse; and
• comply with legal, accounting and tax obligations.

Our lawful bases for using your information are:

• Contract: where the information is needed to provide a quote at your request, arrange a booking or deliver a service to you.
• Legitimate interests: where it is necessary to respond to enquiries, operate and protect our business, maintain appropriate records or deal with complaints, provided those interests do not override your rights.
• Legal obligation: where we must keep or disclose information to comply with the law.
• Consent: where we specifically ask for your permission. You may withdraw your consent at any time.

You do not have to provide your personal information, but we may be unable to respond to your enquiry, provide an accurate quote or carry out the requested service without it.

We do not use information submitted through our contact form to send marketing messages unless you have separately agreed to receive them.

5. Who we share your information with

We do not sell your personal information.

We may share information only where necessary with:

• Formspree, which processes and stores website form submissions on our behalf;
• Google, which provides the Gmail service used to receive and manage enquiries;
• other IT, website hosting or professional service providers that support our business;
• law enforcement, regulators, courts or other authorities where required by law; and
• professional advisers where necessary to establish, exercise or defend legal claims.

These providers may process information only for the relevant service or as otherwise permitted or required by law. You can read Formspree's privacy policy at formspree.io/legal/privacy-policy and Google's privacy policy at policies.google.com/privacy.

6. International transfers

Some of our service providers operate or use technical infrastructure outside the United Kingdom. In particular, Formspree states that it uses infrastructure in the United States. Google may also process information in other countries.

Where personal information is transferred outside the UK, we rely on the safeguards used by the relevant provider, such as an applicable UK adequacy regulation or approved contractual protections, as required by data protection law. Contact us if you would like more information about the safeguards relevant to your information.

7. How long we keep your information

We keep personal information only for as long as reasonably necessary:

• general enquiries that do not result in a booking are normally deleted within 24 months of our last communication;
• customer, booking, invoice and service records may be kept for up to six years after the end of our relationship where needed for tax, accounting, contractual or legal purposes; and
• information connected with a complaint, dispute or legal claim may be kept for longer where reasonably necessary to resolve or defend that matter.

Form submissions may be retained within our Formspree account and Gmail inbox in line with these periods. Our providers may retain limited information for longer where required by law, security, backup or dispute-resolution obligations.

8. How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or loss. However, no online service or method of electronic transmission is completely secure.

9. Your data protection rights

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

• request access to the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to certain uses of your information, including direct marketing;
• receive certain information in a portable format or ask us to transfer it; and
• withdraw consent at any time where we rely on consent.

These rights are not absolute and may depend on our lawful basis and the circumstances. To make a request, email ghostvaleters@gmail.com or call 07984 661289. We may need to verify your identity before responding. You will not normally have to pay a fee.

10. Complaints

Please contact us first if you have concerns about how we use your information so that we can try to resolve them.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113

11. Automated decision-making

We do not use your personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on you.

12. Changes to this policy

We may update this policy from time to time to reflect changes to our services, providers or legal obligations. The latest version will be published on this website with its updated date.