Who we are
POLISHD Detailing provides mobile vehicle detailing, paint enhancement and ceramic protection across London, Essex and Hertfordshire.
This notice covers personal information handled through our website and quote forms, Facebook and Instagram lead forms, customer communications and service bookings. The business named below is responsible for this information as the data controller.
- Legal business or proprietor
- One Pond Sell Limited (company number 16788650), trading as POLISHD Detailing
- Contact address
- Springfield, Burton Lane, Goffs Oak, EN7 6SN, United Kingdom
- Privacy contact email
- [email protected]
- Telephone
- 07490 238 370
Information we collect
Depending on your enquiry or booking, this may include:
- Contact details: your name, phone number, email and preferred callback date or time.
- Vehicle and service details: make, model, year, condition, chosen package, interior options and preferred service timeframe.
- Location: the postcode and, when arranging the work, the service address and access details.
- Communications: messages, answers to qualification questions and notes relating to your quote or booking.
- Service records: agreed work, quotes, bookings, invoices and payment status.
Most information comes directly from you. For a Meta lead form, we receive the details and answers you choose to submit through Facebook or Instagram.
You can choose not to provide information, but we may be unable to prepare an accurate quote, contact you or arrange a service without the relevant details. Optional fields are identified on the form.
Payments: we accept payments through Tide Payments, Stripe for deposits, and cash. We keep transaction, deposit, invoice and payment-status information relevant to your booking. Payment providers process the payment details supplied through their services.
Vehicle photographs: we use vehicle photographs with the customer's permission. Where a photograph can identify you, your vehicle or your property, it is personal information. Please contact us if you wish to change permission for future use.
Advertising data: we use Meta Pixel and Conversions API. Depending on their configuration, these tools can process website activity, conversion events and matching identifiers. The tracking section explains the configuration still to be verified.
How we use your information
We use the details relevant to your enquiry to understand what your vehicle needs, prepare a quote and organise the agreed work.
| Purpose | Lawful basis |
|---|---|
| Respond to a requested quote and discuss your requirements. | Taking steps at your request before entering a contract. |
| Arrange appointments and deliver the service you book. | Performing our contract with you. |
| Maintain records required by tax or accounting law. | Compliance with applicable legal obligations. |
| Resolve service issues and establish or defend claims. | Our legitimate interests in customer service and protecting our business, balanced against your rights. |
| Send optional promotional communications where consent is used. | Your consent, which you can withdraw. |
Vehicle photographs for promotion: customer permission (consent). Amelia's enquiry questions: to respond to the quote or service request you initiated. Optional promotional offers are sent only when you opt in through the form.
[TRACKING REVIEW: confirm the exact advertising uses, lawful basis and consent controls for Meta Pixel and Conversions API before publication.]
Amelia & automated assistance
Amelia is our AI assistant. She asks follow-up questions to clarify your vehicle, requirements and readiness to proceed, helping our team handle enquiries.
We use HighLevel as our customer relationship management system to organise lead details and follow-up. Information collected through the form and subsequent conversations may be stored with your enquiry record.
Amelia uses SMS and WhatsApp to clarify enquiries. Voice calls are being considered; this draft does not state that AI voice calls are already active.
[AMELIA REVIEW: identify the AI and communications provider(s); confirm whether any voice calls are currently active, whether audio is recorded or transcribed, and what providers receive. Add the applicable retention and transfer details.]
To request contact with a person, email [email protected] or call 07490 238 370.
Amelia can automatically stop follow-up when a lead asks her to stop. This is used to respect your contact preference.
A requested callback time is a preference until it is confirmed. A quote enquiry does not itself book a detailing service.
Messages & marketing choices
Submitting a quote enquiry lets us respond about that enquiry using the contact details you provide. Booking and service communications relate to the work you have requested.
Optional promotional communications are a separate use of your information. Where consent is the basis, you can withdraw it without affecting the lawfulness of earlier processing. You can also object to direct marketing at any time.
We send optional promotional offers only where you have opted in through the form. You can ask us to stop by replying to a message or emailing [email protected]. Stopping promotional messages does not necessarily remove records needed to deliver an existing booking or meet legal duties.
Sharing & international transfers
HighLevel / LeadConnector: used to manage enquiry records and the connected customer follow-up workflow.
Meta: Facebook and Instagram provide the lead-form and advertising services through which some enquiries are submitted. Meta also processes information under its own privacy notice.
Payments: Tide Payments and Stripe process payments and related transaction information. Their roles and use of payment information are explained in the Tide privacy notice and Stripe privacy policy.
Website and communications: HighLevel hosts our current quote website at quote.polished.uk and manages enquiry records. SMS and WhatsApp are used for follow-up. Meta Pixel and Conversions API send advertising event information to Meta as configured.
[PROVIDER REVIEW: complete the Amelia provider details in section 4 and verify which conversion events and matching identifiers are actually shared with Meta.]
Processing outside the UK
These services can involve processing outside the UK. Stripe identifies international processing including the United States and India; Tide describes UK/EEA storage and some transfers including India and the United States. Their notices explain the safeguards they use.
HighLevel's Data Processing Agreement includes UK transfer provisions using standard contractual clauses with a UK transfer addendum. Depending on the supplier and transfer, protections can include an applicable adequacy arrangement or contractual safeguards. Contact us to request details relevant to your information.
[TRANSFER REVIEW: confirm the HighLevel contract and connected Amelia providers actually used by this account, their processing locations and applicable safeguards. Published supplier terms alone do not verify the account configuration.]
How long we keep information
Owner review required: the current practice is to keep enquiries until a deletion request is made. The schedule below is a proposed replacement and needs approval and implementation before this notice is published.
| Record type | Proposed retention approach |
|---|---|
| Enquiries that do not become bookings | Delete or anonymise after 12 months without meaningful contact, unless a specific continuing need is documented. |
| Customer and service records | Keep the necessary records for 6 years after the relevant service, with longer retention only for a documented ongoing claim or legal requirement. |
| Invoices and accounting records | Generally 6 years from the end of the company financial year they relate to; longer where tax rules or an active enquiry require it. |
| AI conversations, audio or transcripts | Confirm whether audio exists. Proposed: remove raw recordings after 90 days; retain necessary enquiry or service notes under the relevant schedule above. |
| Marketing contacts and vehicle photos used with permission | Review annually. Remove from active promotional use when permission is withdrawn; retain evidence of consent and a minimal opt-out record where needed to respect and demonstrate your preference. |
These are proposed operational settings, not changes already made to HighLevel. A deletion request may not remove accounting records or information still required for an active dispute.
Website technology & security
Cookies, analytics and advertising
We use Meta Pixel and Conversions API to measure responses to advertising and website enquiries. Pixel operates through the website; Conversions API sends configured events from connected systems. Using server-side events does not itself remove applicable privacy requirements.
[COOKIE / TRACKING REVIEW: confirm whether a consent banner is installed, whether advertising tracking respects rejection and withdrawal, which events and identifiers are sent, cookie durations, and how visitors reopen their choices. Confirm whether any other analytics tools are used.]
Protecting information
Enquiry and service information is managed through our business systems and the providers described above. No online service can guarantee absolute security. If you have a concern about information you have supplied, please contact our privacy email.
Your rights & how to use them
Depending on the circumstances and the basis for processing, you may be able to:
- Ask for access to your personal information and correction of inaccurate details.
- Request deletion or restriction of certain uses.
- Object to processing, including direct marketing.
- Receive or transfer certain information in a portable format.
- Withdraw consent where processing relies on it.
These rights are subject to conditions and exceptions. Contact us using the details in this notice; we may need to verify your identity before responding.
Making a complaint
If you are unhappy with how your information is handled, please contact us so we can consider your concerns. You also have the right to complain to the UK's Information Commissioner's Office at ico.org.uk/make-a-complaint.
Questions & updates
For a privacy question or request, use the email, address or phone number in section 1. Include enough detail for us to understand the enquiry, without sending unnecessary sensitive information.
This notice may be updated when our services or data-handling practices change. The date at the top identifies the current version.
This version remains an owner-review draft until the highlighted operational details and retention schedule are confirmed.