Privacy Policy

Last updated: 28 May 2025  ·  Wheelchair Shine, Suite RA01, 195-197 Wood Street, London, E17 3NU

1. Who We Are

Wheelchair Shine is a mobile mobility equipment cleaning and sanitization service operating across the United Kingdom.

Data Controller: Wheelchair Shine
Address: Suite RA01, 195-197 Wood Street, London, E17 3NU
Email: hello@wheelchairshine.co.uk
Phone: 07474 085 958
Website: www.wheelchairshine.co.uk

As a small business, we are not currently required to appoint a Data Protection Officer (DPO). For any data-related queries, please contact us using the details above.

2. Data We Collect

We may collect the following categories of personal data:

Identity & Contact Data

• First name and last name
• Phone number
• Email address
• Home or care facility address / postcode

Service Data

• Type of mobility equipment (wheelchair, scooter, rollator, etc.)
• Service package selected
• Preferred appointment date
• Location type (private home, care home, clinic)
• Any special access requirements or additional notes you provide

Technical Data

• IP address
• Browser type and version
• Pages visited and time spent on our website
• Referring website
• Cookie preferences

We do not collect sensitive or special category data (such as health data, financial account details or payment card information) through our website.

3. How We Collect Your Data

• Online booking form: when you complete and submit our booking request form on this website — your details are sent directly to our email (hello@wheelchairshine.co.uk) via Web3Forms
• Direct contact: when you call us on 07474 085 958, email us, or message us via WhatsApp
• Cookies & analytics: automatically when you browse our website (see Section 8)

4. Why We Use Your Data (Lawful Basis)

Under UK GDPR, we must have a valid lawful basis for processing your personal data. We rely on the following:

Contract Performance (Article 6(1)(b))

To process your booking request, arrange your appointment, and deliver the service you have requested.

Legitimate Interests (Article 6(1)(f))

To respond to general enquiries, improve our website and services, prevent fraud, and communicate service updates. We have assessed that our legitimate interests do not override your rights and freedoms.

Consent (Article 6(1)(a))

Where you have given explicit consent — for example, accepting non-essential cookies or opting in to receive marketing communications. You may withdraw consent at any time.

Legal Obligation (Article 6(1)(c))

Where we are required to process data to comply with UK law.

5. How We Use Your Data

• To confirm and fulfil your booking appointment
• To contact you regarding your booking (by phone, email or WhatsApp)
• To answer questions and provide customer support
• To send service-related updates (e.g. appointment reminders)
• To improve our website, services and customer experience
• To comply with legal and regulatory obligations

We will never sell your personal data to third parties, nor use it for automated profiling or automated decision-making that significantly affects you.

6. Who We Share Your Data With

We only share your personal data where necessary and with trusted parties:

Web3Forms

Our online booking form is processed by Web3Forms (web3forms.com), a secure form submission service. When you submit a booking request, your details are encrypted and delivered directly to our inbox at hello@wheelchairshine.co.uk. Web3Forms does not store your personal data permanently on their servers — it is transmitted securely for delivery purposes only. You can view their privacy policy at web3forms.com/privacy.

Email

All booking enquiries and messages sent via our website arrive directly in our business email inbox at hello@wheelchairshine.co.uk. We do not use any third-party CRM or marketing automation tool to store or manage your enquiry data beyond our own email account.

Analytics Providers

If you accept analytics cookies, anonymised usage data may be shared with Google Analytics. This data does not identify you personally and is used solely to help us understand how visitors use our website.

Legal Requirements

We may disclose your data to law enforcement or regulatory authorities if required to do so by law.

We do not share your data with any other third parties for marketing purposes without your explicit consent.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purpose it was collected:

• Booking enquiries: up to 12 months from the date of enquiry or last contact
• Customer records (completed services): up to 3 years for business record-keeping purposes
• Financial records: 6 years as required by HMRC regulations
• Cookie consent records: up to 12 months

After these periods, your data is securely deleted or anonymised.

8. Cookies & Tracking

Our website uses cookies in accordance with the Privacy and Electronic Communications Regulations (PECR). We use the following types of cookies:

Strictly Necessary Cookies

Essential for the website to function. These cannot be disabled. They include cookies that remember your cookie preferences.

Functional Cookies

Enable enhanced features such as appointment booking forms and interactive elements. You may disable these but some features may not work correctly.

Analytics Cookies

Used to understand how visitors use our website (e.g. Google Analytics). All data is anonymised. You can opt out at any time.

Marketing Cookies

Used to track visitors across websites for advertising purposes. These are only set with your explicit consent.

You can manage your cookie preferences at any time using the cookie preferences panel available on our website. You can also control cookies through your browser settings. For more information visit aboutcookies.org.

9. International Data Transfers

Some of our service providers (such as Web3Forms and Google Analytics) may process data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place in accordance with UK GDPR, including the use of Standard Contractual Clauses (SCCs) or adequacy decisions recognised by the UK.

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of Access: You can request a copy of the personal data we hold about you (Subject Access Request).
• Right to Rectification: You can ask us to correct inaccurate or incomplete data.
• Right to Erasure: You can ask us to delete your personal data ("right to be forgotten"), subject to certain legal exceptions.
• Right to Restriction: You can ask us to restrict how we use your data in certain circumstances.
• Right to Data Portability: You can request your data in a structured, commonly used format.
• Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.
• Rights related to Automated Decision-Making: You have the right not to be subject to solely automated decisions that significantly affect you. We do not carry out any such processing.
• Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at hello@wheelchairshine.co.uk. We will respond within one calendar month as required by UK GDPR. There is no charge for exercising your rights.

11. How to Complain

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's independent data protection authority:

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. When we make significant changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

Continued use of our website after changes are published constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us: