POWELL POOLS — PRIVACY POLICY
This privacy policy explains how Powell Pools, operated by Robert Powell as a sole trader, collects, uses and protects any personal information you provide when using this website or contacting us about our services.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. WHO WE ARE
Powell Pools is operated by Robert Powell (sole trader), based in High Wycombe, Buckinghamshire.
Contact: info@powellspools.co.uk | 07341 358172
Robert Powell is the data controller responsible for your personal data.
2. WHAT INFORMATION WE COLLECT
We may collect the following personal information when you contact us or use our services:
Contact information — your name, phone number, email address and property address when you get in touch via the website, email, phone or WhatsApp.
Service information — details about your pool or hot tub, the services you request, and notes relating to visits carried out at your property.
Communication records — records of correspondence between us, including WhatsApp messages, emails and phone call notes.
Payment information — we do not store card details. Payments are processed directly and securely. Bank transfer details are held only for invoicing purposes.
Website usage data — if you visit our website, we may collect anonymised data about how you use it via cookies and analytics tools (see Section 7).
3. HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
To provide our services — to respond to enquiries, arrange and carry out visits, provide quotes, issue invoices and carry out the work you have requested.
To maintain service records — to keep accurate records of work carried out at your property, which helps us provide consistent service and address any issues that arise.
To communicate with you — to confirm bookings, send reminders, follow up after visits and respond to any queries you have.
To comply with legal obligations — to meet our obligations under UK law, including tax and accounting requirements.
We do not use your personal information for marketing purposes without your explicit consent. We do not sell, share or rent your personal information to any third party.
4. LEGAL BASIS FOR PROCESSING
We process your personal data on the following legal bases under UK GDPR:
Contract — processing is necessary to perform the services you have requested or to take steps at your request before entering into a contract.
Legitimate interests — processing is necessary for our legitimate interests in running the business, maintaining service records and communicating with customers, where these interests are not overridden by your rights.
Legal obligation — processing is necessary to comply with our legal obligations, including financial record keeping.
5. HOW LONG WE KEEP YOUR DATA
We retain customer records for as long as is necessary to provide our services and to comply with our legal obligations. In practice this means:
Active customer records — retained for the duration of the relationship and for a reasonable period thereafter in case of queries or disputes.
Financial records — retained for a minimum of 6 years in accordance with HMRC requirements.
Enquiries that did not proceed — contact details from enquiries that did not result in a booking are deleted within 12 months.
6. WHO WE SHARE YOUR DATA WITH
We do not sell or share your personal data with third parties for marketing purposes.
We may share your data with the following categories of third party where necessary to provide our services or meet legal obligations:
Accountants and bookkeeping services — for the purposes of financial record keeping and tax compliance.
Legal advisers — where required to deal with a dispute or legal matter.
HMRC and other regulatory bodies — where required by law.
All third parties we work with are required to handle your data securely and in accordance with applicable data protection law.
7. COOKIES AND WEBSITE ANALYTICS
Our website uses cookies — small text files stored on your device — to help us understand how visitors use the site and to improve your experience.
Google Analytics — we use Google Analytics to collect anonymised data about website traffic and usage patterns. This data does not identify you personally. You can opt out of Google Analytics tracking by using the Google Analytics Opt-out Browser Add-on.
Essential cookies — some cookies are necessary for the website to function correctly and cannot be disabled.
Our cookie banner allows you to manage your cookie preferences when you first visit the site. You can also control cookies through your browser settings at any time.
8. THIRD PARTY SERVICES
When you contact us via WhatsApp, your messages are processed by Meta Platforms Ireland Ltd in accordance with WhatsApp’s own privacy policy. We use WhatsApp as a convenient communication channel but are not responsible for how Meta processes data on their platform.
Our website is hosted on SiteGround. SiteGround processes data in accordance with UK GDPR and maintains appropriate technical and organisational security measures.
9. YOUR RIGHTS
Under UK GDPR you have the following rights in relation to your personal data:
Right of access — you have the right to request a copy of the personal data we hold about you.
Right to rectification — you have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure — you have the right to ask us to delete your personal data in certain circumstances, for example where it is no longer necessary for the purpose it was collected.
Right to restrict processing — you have the right to ask us to restrict how we use your data in certain circumstances.
Right to data portability — you have the right to receive your personal data in a structured, commonly used format in certain circumstances.
Right to object — you have the right to object to our processing of your personal data where we rely on legitimate interests as our legal basis.
To exercise any of these rights, please contact us at info@powellspools.co.uk. We will respond within one month of receiving your request.
10. HOW WE PROTECT YOUR DATA
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against unauthorised access, loss or disclosure. These include secure email, password-protected systems and restricted access to customer records.
While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. If you have concerns about the security of your data, please contact us directly.
11. COMPLAINTS
If you have any concerns about how we handle your personal data, please contact us in the first instance at info@powellspools.co.uk and we will do our best to resolve the matter.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
ICO website: ico.org.uk
ICO helpline: 0303 123 1113
12. CHANGES TO THIS POLICY
We may update this privacy policy from time to time to reflect changes in our practices or in applicable law. Any updates will be posted on this page with a revised date. We encourage you to review this policy periodically.