Privacy Policy

1. Introduction

Wolentra ("we", "us", "our") is committed to protecting the personal data of the people who use our services, visit our website, or contact us. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the United Kingdom General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to our website at https://wolentra.com and to the services we provide. Please read this policy carefully. If you have questions about how we handle your data, you can contact us using the details at the end of this document.

2. Who Is the Data Controller?

Wolentra is the data controller for the personal data collected through this website and in connection with our services. As data controller, we are responsible for deciding how and why your personal data is processed.

If you wish to exercise any of your data rights or have a question about our processing, please contact us by email at the address listed in Section 12 of this policy.

3. What Personal Data We Collect

We may collect the following categories of personal data:

• Contact information: Name, email address, telephone number, and postal address when provided through our contact form, quote request, or by email.
• Service-related information: Details about your coffee machine (make, model, fault description) that you provide when requesting a repair or service.
• Technical data: IP address, browser type, operating system, pages visited, time and date of visits, and referring URL, collected automatically when you visit our website.
• Cookies: As described in our Cookie Policy.
• Communications: Records of correspondence between you and Wolentra, including emails and any forms submitted.

We do not collect sensitive personal data (such as health data, financial account numbers, or biometric data) as part of our normal operations. We do not knowingly collect personal data from children under 16.

4. How We Collect Personal Data

We collect personal data through the following means:

• When you complete and submit a contact or quote request form on our website
• When you contact us directly by email or telephone
• When you interact with our website (technical/usage data collected automatically)
• Through cookies and similar tracking technologies, as described in our Cookie Policy

5. Lawful Basis for Processing

We only process personal data where we have a lawful basis to do so. The lawful bases we rely on are:

• Contract performance: Processing is necessary to fulfil a contract with you (for example, carrying out a repair you have requested).
• Legitimate interests: Processing is necessary for our legitimate business interests, such as responding to enquiries, managing our website, and maintaining records, where these interests are not overridden by your rights and interests.
• Legal obligation: Processing is necessary to comply with our legal obligations, such as financial record-keeping requirements.
• Consent: Where we rely on consent (for example, for non-essential cookies or marketing communications), we will request it explicitly and give you the option to withdraw it at any time.

6. How We Use Your Personal Data

We use the personal data we collect for the following purposes:

• To respond to enquiries and quote requests
• To arrange and carry out repair and servicing work
• To communicate with you about your booking, repair status, or service history
• To issue invoices and process payments
• To maintain business records in accordance with legal requirements
• To improve the content and performance of our website through analysis of usage data
• To send service-related communications where you have provided contact details in the context of a service engagement

We do not sell personal data to third parties. We do not use personal data for automated decision-making or profiling in ways that produce legal or similarly significant effects.

7. Sharing Personal Data

We may share your personal data with third parties in the following limited circumstances:

• Service providers: Third-party providers who assist us in operating our business, such as email hosting providers, website hosting providers, and accounting software providers. These parties process data on our behalf and are required to handle it in accordance with applicable data protection law.
• Legal requirements: Where we are required by law, court order, or regulatory authority to disclose personal data.

We do not transfer personal data outside the United Kingdom except where appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions.

8. Data Retention

We retain personal data for as long as is necessary for the purpose for which it was collected, taking into account any legal obligations to retain records. In general:

• Customer and service records are retained for six years from the completion of the service, in line with general limitation periods under English law.
• Financial and accounting records are retained for six years in accordance with HMRC requirements.
• Enquiries that do not result in a service engagement are deleted within twelve months of the last communication.

When personal data is no longer needed, it is securely deleted or anonymised.

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access: You may request a copy of the personal data we hold about you.
• Right to rectification: You may request correction of inaccurate or incomplete data.
• Right to erasure: You may request deletion of your personal data where there is no compelling reason for us to continue processing it.
• Right to restriction: You may request that we limit how we use your data in certain circumstances.
• Right to portability: Where processing is based on consent or contract and carried out by automated means, you may request that your data be provided in a machine-readable format.
• Right to object: You may object to processing based on legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us using the details in Section 12. We will respond to requests within one month. We may need to verify your identity before fulfilling a request.

10. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These include using secure, encrypted connections for data transmission (HTTPS) and limiting access to personal data to those who need it to perform their role.

No data transmission over the internet can be guaranteed to be completely secure. While we take appropriate precautions, we cannot guarantee absolute security.

11. Cookies

Our website uses cookies. For full details of the cookies we use and how to control them, please see our Cookie Policy.

12. Complaints and Contact

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority, at ico.org.uk.

We encourage you to contact us first so that we have the opportunity to address your concerns directly.

To contact us about data protection matters:

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "last updated" date at the top of the page. We encourage you to review this policy periodically. Where changes are material, we will take reasonable steps to notify you.