Privacy Policy

Last Updated: 1st November 2025

1. Introduction

Reade The Room is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: [Company Name]
Address: [Full Address]
Email: [Email Address]
Telephone: [Phone Number]

2. Information We Collect

We may collect and process the following personal data about you:

Information You Provide to Us

  • Contact details: Name, address, email address, telephone number

  • Property information: Property address, access details, property condition

  • Financial information: Payment details, billing address

  • Communication records: Correspondence via email, phone, or post

  • Service details: Quotation requests, project specifications, preferences

Information We Collect Automatically

When you visit our website, we may automatically collect:

  • Technical data: IP address, browser type, device information

  • Usage data: Pages visited, time spent on site, navigation paths

  • Cookies: Small files stored on your device (see our Cookie Policy)

3. How We Use Your Information

We use your personal data for the following purposes:

Service Delivery (Contractual Necessity)

  • Providing quotations and estimates

  • Performing painting and decorating services

  • Communicating about your project

  • Processing payments and managing accounts

  • Resolving complaints and queries

Legal Obligations

  • Maintaining financial records for tax purposes

  • Complying with health and safety requirements

  • Fulfilling insurance obligations

Legitimate Interests

  • Improving our services and customer experience

  • Marketing our services (with your consent or where permitted)

  • Maintaining business records

  • Preventing fraud and ensuring security

With Your Consent

  • Sending promotional materials and newsletters

  • Using testimonials or photographs of completed work

You have the right to withdraw consent at any time.

4. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract performance: Processing necessary to fulfil our service agreement with you

  • Legal obligation: Processing required by law (e.g., tax records)

  • Legitimate interests: Processing necessary for our business operations, provided your interests don't override ours

  • Consent: Processing based on your explicit agreement, which you can withdraw

5. Sharing Your Information

We may share your personal data with:

  • Service providers: Payment processors, accounting software, email service providers

  • Professional advisers: Solicitors, accountants, insurers

  • Regulatory authorities: HMRC, Health and Safety Executive (when legally required)

  • Suppliers and subcontractors: Where necessary to fulfil your project (e.g., specialist tradespeople)

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

All third parties are required to maintain appropriate security measures and use your data only for specified purposes.

6. International Transfers

We primarily store and process data within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as:

  • Adequacy decisions by the UK Government

  • Standard contractual clauses approved by the Information Commissioner's Office (ICO)

7. Data Retention

We retain your personal data only as long as necessary:

  • Customer records: 6 years from completion of services (for tax and legal purposes)

  • Financial records: 6 years from the end of the relevant tax year

  • Marketing communications: Until you unsubscribe or withdraw consent

  • Website analytics: Up to 26 months

  • Correspondence: 3 years after last contact

After these periods, we will securely delete or anonymise your data.

8. Your Rights

Under UK GDPR, you have the following rights:

Right to Access

Request a copy of the personal data we hold about you (Subject Access Request)

Right to Rectification

Request correction of inaccurate or incomplete data

Right to Erasure ('Right to be Forgotten')

Request deletion of your data in certain circumstances

Right to Restrict Processing

Request limitation on how we use your data

Right to Data Portability

Receive your data in a machine-readable format to transfer to another provider

Right to Object

Object to processing based on legitimate interests or for direct marketing purposes

Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling

Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us using the details in Section 14.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data:

  • Secure servers and encrypted data transmission (SSL)

  • Access controls and password protection

  • Regular security assessments

  • Staff training on data protection

  • Secure disposal of physical records

While we take reasonable precautions, no internet transmission is completely secure. We cannot guarantee absolute security of data transmitted to our website.

10. Cookies

Our website uses cookies to improve your experience. Cookies are small text files stored on your device.

Types of Cookies We Use

  • Essential cookies: Necessary for website functionality

  • Analytics cookies: Help us understand how visitors use our site

  • Marketing cookies: Track effectiveness of advertising (with your consent)

You can control cookie settings through your browser. Blocking certain cookies may affect website functionality.

For detailed information, please see our Cookie Policy [link if separate policy exists].

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing personal information.

12. Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The "Last Updated" date at the top indicates when changes were last made.

Significant changes will be notified via email or prominent website notice. Continued use of our services constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

[Company Name]
Address: [Full Address]
Email: [Email Address]
Telephone: [Phone Number]

15. Complaints

If you're unhappy with how we've handled your personal data, you have the right to lodge a complaint with the supervisory authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We encourage you to contact us first so we can address your concerns directly.