PRIVACY POLICY
BILLY'S CAR WASH.

Billy's Car Wash & Vateing

Edinburgh, UK

Mobile Car Valeting Across Edinburgh

Billy’s Car Wash respects your privacy and is committed to protecting your personal information.

Last updated: 23 July 2026

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make a booking, contact us, subscribe to marketing communications or use our services.

1. Who We Are

Billy’s Car Wash provides mobile car valeting and detailing services in Edinburgh and the surrounding areas.

For the purposes of UK data-protection law, Billy’s Car Wash is the data controller responsible for the personal information described in this policy.

Contact details

Billy’s Car Wash
Edinburgh, Scotland
Telephone: 07840 891362
Website: billyscarwash.co.uk

You can also contact us through the contact form available on our website.

2. Personal Information We Collect

The personal information we collect depends on how you interact with us.

Information you provide directly

We may collect:

Your name.
Telephone number.
Email address.
Home, workplace or service address.
Billing address, where required.
Vehicle registration number.
Vehicle make, model, size and type.
Details about the condition of your vehicle.
Selected service and appointment information.
Access, parking or location instructions.
Messages, enquiries and complaint details.
Marketing preferences.
Reviews and feedback.
Photographs or videos of your vehicle.
Information included in correspondence with us.
Business name and business contact details for commercial bookings.

Please avoid providing sensitive personal information unless it is necessary for us to fulfil your request.

Payment information

When you make a payment or booking deposit, payment information may be processed by our payment provider.

We may receive limited transaction details, such as:

Payment status.
Transaction reference.
Amount paid.
Payment date.
Limited card information, such as the last four digits.

We do not normally receive or store your full payment-card number or security code.

Information collected automatically

When you visit our website, we may collect technical and usage information, including:

Internet Protocol address.
Browser type and version.
Device type.
Operating system.
Pages visited.
Date and time of your visit.
Referring website or search engine.
Website interactions.
General location information.
Cookie and consent preferences.

Further information is available in our Cookies Policy.

3. How We Collect Personal Information

We may collect personal information when you:

Make an online, telephone or WhatsApp booking.
Request a quotation.
Complete a contact form.
Subscribe to our newsletter.
Contact us by telephone, email, social media or messaging service.
Make a payment or pay a deposit.
Receive a service from us.
Submit a review or complaint.
Enter a promotion or special offer.
Interact with our website or online advertisements.
Provide information on behalf of a business or vehicle owner.

We may also receive information from third parties, including booking-system providers, payment processors, advertising platforms, analytics providers and social-media services.

4. How We Use Your Personal Information

We may use personal information to:

Process and confirm bookings.
Provide quotations.
Deliver valeting and detailing services.
Contact you about an appointment.
Send booking confirmations and reminders.
Process payments, refunds and deposits.
Confirm vehicle and location requirements.
Manage cancellations and rescheduling.
Respond to enquiries, complaints and requests.
Maintain service and financial records.
Prevent fraud, misuse and security incidents.
Improve our website, services and customer experience.
Measure website and advertising performance.
Request customer feedback or reviews.
Send marketing communications where permitted.
Establish, exercise or defend legal claims.
Meet our legal, tax, accounting and regulatory obligations.

We will not use your information for a materially different purpose without informing you where required.

5. Our Lawful Bases

We only process personal information when we have a lawful basis for doing so.

Contract

We rely on the contractual basis when processing information necessary to:

Provide a quotation you requested.
Set up and manage your booking.
Deliver the selected service.
Process payment.
Communicate with you about the appointment.
Manage cancellations, refunds or complaints connected with the service.

Without this information, we may be unable to accept or complete your booking.

Legitimate interests

We may rely on our legitimate interests when it is necessary to operate and improve our business and those interests do not override your rights.

These interests may include:

Managing customer relationships.
Maintaining appropriate business records.
Protecting our business, customers and website.
Preventing fraud and misuse.
Improving our services.
Understanding business performance.
Responding to ordinary enquiries.
Defending legal claims.
Marketing similar services to existing customers where legally permitted.

You may object to processing based on legitimate interests in certain circumstances.

Consent

We may rely on your consent for:

Non-essential website cookies.
Certain email or text marketing.
Publishing identifiable customer testimonials.
Using identifiable vehicle photographs or videos for promotional purposes.
Other optional uses clearly explained when consent is requested.

You may withdraw your consent at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

Legal obligation

We may process information when necessary to comply with legal duties, including:

Tax and accounting requirements.
Responding to lawful requests from public authorities.
Consumer-protection obligations.
Data-protection requirements.
Preventing or reporting unlawful activity where required.

Legal claims and vital interests

In limited circumstances, we may process information to establish, exercise or defend legal claims, or to protect someone’s life or physical safety.

6. Booking and Appointment Information

When you make a booking, we use your details to administer and deliver the requested service.

This may include using your contact information to send:

Booking confirmations.
Appointment reminders.
Arrival updates.
Requests for access information.
Service-related messages.
Payment confirmations.
Cancellation or rescheduling notices.

These messages are service communications and are not treated as marketing.

Information entered into our online booking system may be processed by the company providing that system on our behalf.

7. Payments

Payments may be processed through third-party payment providers.

The payment provider may collect your payment details directly and process them under its own privacy terms and security standards.

We may retain transaction records where necessary for accounting, refunds, dispute handling, fraud prevention and legal compliance.

8. Marketing Communications

We may send you information about services, promotions and offers when:

You have given us consent.
You are an existing customer and the law permits us to promote similar services.
You have contacted us in a business capacity and the communication is legally permitted.

You can unsubscribe at any time by:

Using the unsubscribe option in a marketing email.
Replying to a message requesting removal.
Contacting us directly.
Updating your communication preferences where that option is available.

We may keep a limited suppression record after you unsubscribe so that we can respect your preference and avoid contacting you again.

Stopping marketing communications will not stop essential messages relating to an active booking or service.

9. Photographs and Videos

We may photograph a vehicle before, during or after a service for:

Recording its condition.
Documenting existing damage.
Quality control.
Handling complaints or insurance matters.
Demonstrating the work completed.

Where photographs are reasonably required for condition records or dispute management, we may rely on our legitimate interests.

We will request permission before using identifiable photographs or videos for marketing where consent is required.

Where reasonably possible, we will avoid or hide:

Vehicle registration numbers.
Home addresses.
Documents or personal belongings.
Other identifying information.

You may ask us not to use your vehicle for promotional content.

10. Reviews and Testimonials

When you submit a review directly to us, we may ask for permission to publish it on our website, social-media pages or promotional materials.

We may display your first name, general location or business name where you have agreed to this.

Reviews posted directly on third-party platforms are also subject to the privacy terms of the relevant platform.

11. Who We Share Personal Information With

We may share personal information with trusted organisations that help us operate our business, including:

Website hosting providers.
Online booking-system providers.
Payment processors.
Email and messaging providers.
Newsletter and marketing platforms.
Website analytics providers.
Cookie-consent providers.
Accountants and professional advisers.
IT support and website developers.
Cloud-storage and business-software providers.
Insurance providers.
Social-media and advertising platforms.
Government bodies, regulators, courts or law-enforcement authorities where required.

These organisations should only receive the information needed to perform their role.

Where a provider processes information on our behalf, we require it to handle the information securely and according to our instructions and applicable law.

We may also disclose information:

To protect our rights, property or safety.
To investigate fraud or unlawful activity.
In connection with a business sale, transfer or restructuring.
Where you have instructed or authorised us to do so.

We do not sell personal information to advertisers or data brokers.

12. Third-Party Websites and Services

Our website may contain links to third-party websites or services, including:

Payment platforms.
Booking services.
Google Maps.
Social-media platforms.
Review platforms.
Video services.

These third parties may collect and use information under their own privacy policies.

Billy’s Car Wash is not responsible for the privacy practices of independent third-party websites. You should review their privacy information before submitting personal details.

13. International Data Transfers

Some service providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure an appropriate legal safeguard is used where required.

This may include:

Transfers to a country recognised as providing an adequate level of protection.
The use of approved contractual safeguards.
Another transfer mechanism permitted by UK data-protection law.

14. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Typical retention periods may include:

Booking and customer-service records: generally up to six years after the service or last meaningful interaction.
Invoices, payments and accounting records: generally six years after the end of the relevant financial period, or longer where legally required.
Unsuccessful enquiries and quotation requests: generally up to 12 months after the enquiry is closed.
Complaint and dispute records: for the duration of the matter and an appropriate period afterwards.
Vehicle-condition photographs: only for as long as needed for quality control, complaint handling or potential legal claims.
Marketing records: until you unsubscribe, withdraw consent or the information is no longer required.
Suppression records: for as long as reasonably necessary to ensure we continue to respect your opt-out request.
Cookie information: according to the duration stated in our Cookies Policy or cookie preference centre.

We may retain information for longer where necessary to meet a legal obligation, respond to a dispute, prevent fraud or establish, exercise or defend a legal claim.

When information is no longer required, we will delete it, anonymise it or securely dispose of it.

15. How We Protect Your Information

We use reasonable technical and organisational measures to protect personal information against:

Unauthorised access.
Accidental loss.
Misuse
Alteration
Disclosure
Destruction

These measures may include access controls, passwords, secure service providers, software updates, restricted access and appropriate record-management practices.

No internet transmission or electronic-storage system is completely secure. We therefore cannot guarantee absolute security, but we take reasonable steps to reduce risks.

16. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

Access

Request confirmation that we process your personal information and receive a copy of it.

Correction

Ask us to correct information that is inaccurate or complete information that is incomplete.

Erasure

Ask us to delete your personal information in certain circumstances.

This right does not always apply, particularly where we must retain information for legal, contractual or record-keeping purposes.

Restriction

Ask us to restrict how we use your information in certain circumstances.

Objection

Object to processing based on legitimate interests.

You have an absolute right to object to the use of your information for direct marketing.

Data portability

Request certain information in a structured, commonly used and machine-readable format, or ask us to transfer it to another organisation where legally applicable.

Withdraw consent

Withdraw your consent at any time where consent is the basis on which we process your information.

Automated decision-making

Ask for safeguards where a decision with legal or similarly significant effects is made solely through automated processing.

Billy’s Car Wash does not normally make such decisions using solely automated processing.

17. Exercising Your Rights

To exercise a data-protection right, contact Billy’s Car Wash using the details in this policy.

We may need to request information to confirm your identity and ensure that personal information is not disclosed to an unauthorised person.

We will normally respond within one month. More time may be permitted where a request is complex or several requests are made, but we will inform you where an extension applies.

There is normally no charge for exercising your rights. However, the law may allow us to charge a reasonable fee or refuse a request that is manifestly unfounded or excessive.

18. Children’s Privacy

Our services and website are not intended to collect personal information directly from children.

Bookings should be made by an adult who is authorised to arrange the service.

Please contact us if you believe that a child has provided personal information to us without appropriate permission.

19. Cookies

Our website uses cookies and similar technologies.

Strictly necessary cookies help the website and booking features operate. Other cookies, such as analytics or advertising cookies, will be used only where an appropriate lawful basis and consent are in place.

Please read our Cookies Policy for information about the cookies we use and how to manage your preferences.

20. Complaints

Please contact us first if you have concerns about how we have handled your personal information. We will take your concerns seriously and try to resolve them.

You also have the right to complain to the UK Information Commissioner’s Office.

Information Commissioner’s Office
Telephone: 0303 123 1113
Website: ico.org.uk

You may contact the ICO at any time, although it will usually recommend raising the matter with us first.

21. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to:

Our services.
Our website or booking system.
The providers we use.
How we process personal information.
Applicable legal or regulatory requirements.

The latest version will be published on our website and identified by the updated date at the top of this policy.

Where a change significantly affects how we use personal information, we will provide an additional notice where reasonably required.

22. Contact Us

For privacy questions, requests or complaints, contact:

Billy’s Car Wash
Edinburgh, Scotland
Telephone: 07840 891362
Website: billyscarwash.co.uk

You may also contact us through the website contact form.

PRIVACY POLICY BILLY'S CAR WASH.