Privacy Policy
Last updated: October 2026. This policy applies to ottawaydecorating.co.uk and is provided by Ottaway Decorating Services, Oxfordshire, UK (the "data controller").
Overview
We are committed to protecting your personal data and being transparent about how we use it. This policy explains what information we collect when you use our website, why we collect it, who we share it with, and your rights under UK GDPR and the Data Protection Act 2018.
Data we collect
When you submit a quote request, we collect the following personal data:
- Full name
- Email address
- Phone number
- Property address (for the work to be carried out)
- Details of the decorating work required
- Your preferred appointment date and time for a site visit
When you visit our website, our server automatically receives your IP address and basic request metadata (browser type, page visited, timestamp). This is used solely for security monitoring and is not linked to your identity. We do not use analytics cookies or tracking scripts.
If you use our chatbot, your messages are processed to generate a response. Conversation transcripts may be reviewed by Ottaway Decorating staff for service-quality purposes and are stored in our business management system. No personal contact details are required to use the chatbot.
Why we collect it (lawful basis)
We process your personal data on the following lawful bases under UK GDPR:
- Pre-contractual necessity — to arrange a site visit, prepare a quote, and provide the decorating services you have enquired about (Article 6(1)(b)).
- Legitimate interests — to manage our business records, prevent fraud, and improve our services (Article 6(1)(f)).
- Legal obligation — where we are required by law to retain financial records (Article 6(1)(c)).
We do not use your data for marketing without your explicit consent, and we do not sell your data to any third party.
Third-party processors
We share your data with the following trusted third parties only to the extent necessary to deliver our service. Each is bound by a data processing agreement.
Your quote request, appointment details, and job records are stored in our business management application (the OBS app, hosted at ottawaybooking.co.uk). This system is operated by Ottaway Decorating Services and is used to manage quotes, bookings, invoices, and customer communications. Data held here is not shared with any further third parties.
Customer emails (quote confirmations, booking details, invoices) are sent via Google Workspace using our business address enquiries@ottawaydecorating.co.uk. Google processes email data under their standard data processing terms.
How long we keep your data
We retain personal data only for as long as is necessary for the purpose it was collected, or as required by law:
| Data type | Retention period |
|---|---|
| Quote request details (no job booked) | 12 months |
| Customer and job records (job completed) | 7 years (legal/tax requirement) |
| Payment records | 7 years (HMRC requirement) |
| Website chatbot transcripts | 60 days, unless retained as a business record for ongoing enquiries or service follow-up |
Your rights
Under UK GDPR you have the following rights in relation to your personal data:
- Right of access — you can request a copy of the personal data we hold about you.
- Right to rectification — you can ask us to correct any inaccurate or incomplete data.
- Right to erasure — you can request deletion of your personal data where we no longer have a lawful basis to retain it (subject to legal obligations such as financial record-keeping).
- Right to portability — you can request a copy of your data in a structured, machine-readable format.
- Right to object — you can object to processing based on legitimate interests.
- Right to restrict processing — you can ask us to limit how we use your data in certain circumstances.
To exercise any of these rights, please contact us using the details below. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Data security
We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, or destruction. Our website uses HTTPS encryption for all data in transit. Access to our business systems is restricted to authorised staff only.
Changes to this policy
We may update this privacy policy from time to time. When we do, we will update the "last updated" date at the top of this page. We encourage you to review this policy periodically.
Contact
If you have any questions about this privacy policy or wish to exercise your data rights, please contact us at enquiries@ottawaydecorating.co.uk.