Privacy Policy – PotholeRefund.co.uk

      Plain English summary: We don't run ads, we don't sell your data, and we only collect what's needed to process your purchase and respond to your questions. Read on for the full legal detail.
    

1. Who We Are

PotholeRefund.co.uk is a trading name operated as a sole trader business based in the United Kingdom. We sell digital document packs to help UK drivers make pothole damage claims against their local council.

For the purposes of UK data protection law, we are the data controller responsible for your personal data.

ICO Registration Number: C1882099

Contact: support@potholerefund.co.uk

2. What Data We Collect

We collect personal data in the following ways:

Via our secure checkout

When you purchase our claim pack, your payment is processed via our secure checkout. We collect your name and email address to fulfil your order and for customer service purposes. We do not store your payment card details — these are handled by our PCI-DSS compliant payment processor.

Via email contact

If you email us with a question or support request, we collect your name, email address, and any information you choose to include in your message.

Via website analytics

Our website may collect anonymised data about how visitors interact with it (such as pages visited and approximate location by country). This data does not identify you personally.

3. How We Use Your Data

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

To fulfil your purchase — delivering your digital documents and sending your order confirmation. Legal basis: performance of a contract.
To respond to your enquiries — answering support or pre-purchase questions. Legal basis: legitimate interests.
To comply with legal obligations — keeping records required by HMRC and applicable law. Legal basis: legal obligation.
To improve our service — understanding how visitors use our site using anonymised analytics. Legal basis: legitimate interests.

We will only send you marketing communications if you have explicitly opted in to receive them. You can unsubscribe at any time.

4. Sharing Your Data

We do not sell, rent, or trade your personal data with any third parties for marketing purposes.

We share data only in the following limited circumstances:

Payment processor — our payment provider processes transactions on our behalf and acts as a data processor. They are PCI-DSS compliant and do not use your data for their own marketing purposes.
Legal requirement — if required to do so by law, court order, or government authority.

5. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy:

Order records and email correspondence: retained for 6 years (in line with HMRC requirements and the Limitation Act 1980).
Support emails unrelated to a purchase: deleted after 12 months of last contact.

6. Your Rights Under UK GDPR

Under UK data protection law, you have the following rights:

Right of access — you can request a copy of the personal data we hold about you.
Right to rectification — you can ask us to correct inaccurate data.
Right to erasure — you can ask us to delete your data where we have no legal obligation to retain it.
Right to restriction — you can ask us to restrict processing of your data in certain circumstances.
Right to data portability — you can request your data in a machine-readable format.
Right to object — you can object to processing based on legitimate interests.

To exercise any of these rights, please contact us at support@potholerefund.co.uk. We will respond within 30 days.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

7. Cookies

Our website may use minimal cookies for basic functionality (such as remembering your session). We do not use advertising or tracking cookies. If we add analytics in future, we will update this policy and obtain any necessary consent.

8. Security

We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or disclosure. Our site uses HTTPS encryption. Payment processing is handled by our PCI-DSS compliant payment provider.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of our website after an update constitutes acceptance of the revised policy.

10. Contact Us

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

📧 support@potholerefund.co.uk
🌐 PotholeRefund.co.uk
🇬🇧 United Kingdom