Data Protection Policy

This policy explains what personal information Upcycle Interiors Limited collects when you contact us, visit our website or use our services, why we need it, how we look after it, and the rights you have. We handle your information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
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1. Who we are

  • Upcycle Interiors Limited is the controller of your personal information.

  • Registered in England and Wales, company number 11641998

  • Registered office: 18 Manor Courtyard, First Floor, Hughenden Avenue, High Wycombe, Buckinghamshire HP13 5RE

  • Trading address: 42 Southlands Road, Weymouth, Dorset DT4 9LH

  • ICO registration number: [ZA/ZB reference]

  • Email: sales@upcycleinteriors.co.uk · Telephone: 01305 584459

We are not required to appoint a Data Protection Officer. Questions about this policy go to the contact details above.

2. The information we collect

We only collect what we need to answer your enquiry, carry out your project and run our business.

  • Contact details: your name, address, email address and telephone number.

  • Property and project details: the property address, access arrangements, a description of the work, measurements, drawings, and photographs of the property before, during and after the work.

  • Communications: your enquiries, emails, messages, notes of phone calls, and messages sent through our online enquiry form, and WhatsApp messages if you choose to contact us that way. We do not take enquiries through Facebook or Instagram messages; we direct people to our enquiry form instead. Calls to our main number are recorded by our call-handling team for quality and training purposes.

  • Contract and payment records: proposals, acceptances, invoices and payment records. Card and Clearpay payments are taken by our payment providers; we never see or store your full card details.

  • Website information: how you use our website, collected through cookies (see section 9).

  • Information about other people: occasionally details of someone else, such as a tenant, a family member or a managing agent who needs to give us access. Please only share these where you have their agreement; we will use them only for arranging the work.

We do not ask for health information. If you choose to tell us something about your circumstances because it affects how we should work in your home, for example mobility needs or a vulnerable occupant, we use it only to plan and carry out the work safely, with your agreement, and delete it when the project ends.

3. How we use your information, and our lawful basis

The law requires us to have a lawful basis for each use of your information. These are ours:

Our legitimate interests are running our business well: answering enquiries, standing behind our work, protecting our legal rights and improving our service. We only rely on them after weighing them against your interests and rights, and we will not use your information where the impact on you outweighs our interest. You can object to any use based on legitimate interests (see section 7).

Photographs of your project. We photograph our work on site, before, during and after, for our project records. With your permission, we also use these photographs on our website, on social media (such as Facebook, Instagram, TikTok, Pinterest and YouTube), and in our printed and online marketing. We ask for this permission separately, and saying no will not affect your project in any way. Our marketing photographs focus on the work: we do not show you, your family, house numbers or anything else that identifies your home or its location unless you have specifically agreed. If you rent your home to tenants, we will only photograph occupied rooms with the tenant's agreement. You can withdraw your permission at any time by contacting us; we will remove the photographs from our website and our social media accounts and stop using them in new material. We cannot recall printed items already distributed or posts other people have already shared.

Marketing. If you are an existing customer, we may occasionally email or text you about similar services we offer, unless you told us not to when you gave us your details. Anyone else will only receive marketing emails or texts if they have ticked to say yes. Every marketing email includes an unsubscribe link and every marketing text a way to opt out, or you can email sales@upcycleinteriors.co.uk at any time.

We do not use your information for automated decision-making or profiling, and we never sell it.

If you do not give us the information we need to prepare a proposal or carry out the work, for example access details for the property, we may not be able to provide our services.

4. 4. Who we share your information with

We share only what each party needs, and only for the purposes in section 3.

  • Our suppliers who handle data on our behalf: Jotform (our online enquiry form); Make (which passes your enquiry securely from the form into our systems); Trello (planning and managing projects); Microsoft 365, including Outlook, OneDrive and Excel (email, quotes, project files and payment records); Squarespace (our website and marketing emails); Voodoo SMS (text messages, including marketing texts if you have agreed to them); Face For Business (our UK telephone answering service); WhatsApp (occasionally, if you choose to message us that way); and Square and Clearpay (payments). They act on our instructions under written terms and may not use your information for their own purposes.

  • Specialist trades: where your project needs a vetted Trusted Partner, we share the details they need to quote for and carry out their part of the work, such as your name, the property address and the project description.

  • Review platforms: [Include only if UIL passes customer emails to a platform to send review invitations:] we may give your name and email address to FreeIndex or Trustpilot so they can invite you to review our work.

  • Professional advisers and insurers: our insurers, solicitors and other advisers, where needed to manage claims or protect our legal rights.

  • Authorities: HM Revenue & Customs, the police, regulators or courts, where the law requires it.

  • A buyer of our business: if UIL is ever sold or restructured, your information may pass to the new owner, who must use it in line with this policy.

5. Transfers outside the UK

Some of our suppliers, including Squarespace, Trello, Jotform and WhatsApp, store information in the United States or elsewhere outside the UK. When this happens we make sure your information stays protected, either because the UK Government has approved the destination (for example through the UK–US data bridge) or because the supplier has signed contract terms approved for international transfers. You can ask us for details.

6. How long we keep your information

7. Your rights

Your right to object. You can object at any time to us using your information on the basis of our legitimate interests, and we will stop unless we have compelling grounds to continue. You can stop us using your information for marketing at any time, without giving a reason.

You also have the right to:

  • Access a copy of the information we hold about you;

  • Correct information that is wrong or incomplete;

  • Erase your information, where we no longer have a good reason to keep it;

  • Restrict how we use your information while a concern is looked into;

  • Move information you gave us to another organisation, in a commonly used electronic format;

  • Withdraw your consent at any time where we rely on it, for example for marketing or project photographs. This does not affect anything we did before you withdrew it.

To use any of these rights, email personnel@upcycleinteriors.co.uk or call 01305 584459. There is no charge. We may ask you to confirm your identity, and we will normally respond within one month.

8. Concerns and complaints

If you are unhappy with how we have handled your personal information, please tell us first so we can put it right. Email sales@upcycleinteriors.co.uk with "Data protection complaint" in the subject line, or write to us at our Weymouth address. We will:

1.      acknowledge your complaint within 30 days;

2.      look into it without undue delay;

3.      keep you updated on our progress; and

4.      tell you the outcome and what we have done.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, telephone 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

9. Cookies

Our website uses cookies, small files stored on your device. Some are essential to make the site work. Others help us understand how visitors use the site, using statistics only; you can switch these off at any time using the cookie settings link at the bottom of every page. Any cookies used for advertising or tracking you across other websites are only set if you agree to them in our cookie banner. You can also block or delete cookies in your browser settings.

10. Changes to this policy

We review this policy regularly. The date at the top shows when it was last updated; any significant change will be posted on this page.

11. Contact us

Upcycle Interiors Limited, 42 Southlands Road, Weymouth, Dorset DT4 9LH Email: personnel@upcycleinteriors.co.uk · Telephone: 01305 584459