Privacy Policy

1. Information we collect

We may collect personal information when you create an account, request a quotation, make or receive a booking, communicate with us, become a member, participate in our referral programme, make a payment or otherwise use our services.

This may include your name, email address, telephone number and other contact information.

We may also store details of vehicles associated with you, including registration number, make, model, year, vehicle class and other vehicle information supplied by you or recorded while providing our services.

When you book a service, we may process booking dates and times, services requested, prices, discounts, notes, booking status, staff assignments and your service history.

Where relevant to the work we carry out, we may also hold vehicle photographs, inspection information, job sheets, documents, invoices, receipts, warranty information and records of work completed.

If you use our membership services, we may process your membership plan, status, start and renewal dates, included service entitlements, reserved or consumed benefits and membership usage history.

If you participate in our referral programme, we may process referral codes, referral relationships, qualifying bookings, discounts, commission amounts and payment status.

We also process communications you send to us through email, telephone, WhatsApp, the Ultra Radiance Portal or other communication channels.

When you use the portal, we may collect technical and security information such as login events, session information, IP address, browser/device information, security logs and audit records where necessary to operate and protect the service.

2. Payment information

Payments may be processed through third-party payment providers, specifically Stripe.

Where you pay by card through Stripe Checkout, your card details are entered directly into Stripe’s payment environment. Ultra Radiance Detailing does not need to receive or store your full card number, security code or other complete card credentials.

We may receive and store information relating to the transaction, including the amount, payment status, payment method type, Stripe transaction/reference identifiers and payment date.

Where you pay by cash or bank transfer, we may record the payment amount, date, method, reference and staff member who recorded the payment.

3. Where we obtain your information

Most personal information is provided directly by you.

This may happen when you register for the portal, contact us, make a booking, request a quotation, purchase a membership, provide vehicle information or communicate with us.

If you arrange a booking by telephone, WhatsApp, email, social media or in person, an authorised Ultra Radiance staff member may create your customer, vehicle or booking record within the portal on your behalf.

We may also receive limited information from payment providers and other service providers involved in completing a transaction or providing our services.

If you use a referral link, we may record the referral code associated with the person who referred you so that the referral discount and commission programme can operate.

4. Why we use your information

We process personal information only where we have an appropriate lawful basis.

We use information where it is necessary to take steps at your request or perform a contract with you, including providing quotations, accepting bookings, carrying out detailing services, administering memberships, processing payments and providing service history, warranties and customer support.

We process certain information where necessary to comply with legal obligations, including accounting, taxation, financial record keeping and responding to lawful requests.

We may also rely on legitimate interests where appropriate, including operating and improving the Ultra Radiance business and portal, maintaining accurate service records, preventing fraud or misuse, protecting our systems, administering customer support, managing our referral programme, resolving disputes and establishing or defending legal claims.

Where consent is required, such as for certain forms of electronic marketing or non-essential cookies, we will request it separately. You may withdraw consent where applicable.

5. Account registration and staff-created accounts

You may create your own Ultra Radiance Portal account.

In some circumstances, such as a booking made by telephone or WhatsApp, Ultra Radiance may create a customer record for you before you create portal login credentials.

We do not create or fabricate a password on your behalf.

Where an account requires claiming or activation, you must establish your own credentials and personally accept the applicable Terms and Privacy information before receiving normal portal access.

6. Vehicle photographs and service records

We may photograph or record the condition of your vehicle before, during or after work.

These records may be used to document vehicle condition, work performed, quality control, warranty history, customer service, dispute resolution and legitimate business record keeping.

We will not use identifiable customer information for advertising merely because it was collected for servicing purposes.

Where photographs or videos are intended specifically for promotional or social-media use and an individual can reasonably be identified, separate permission may be requested where appropriate.

7. Membership information

Where you hold a membership, we process information necessary to administer the membership and determine which services are included.

This includes service entitlements, allowance periods, benefits that have been reserved for an upcoming booking, benefits that have been consumed and benefits that have been released following cancellation or another permitted event.

The retail value of a membership-covered service may still be retained within the service history for business reporting and customer records even where the amount payable for that booking is £0.

8. Referral programme

If you use or share a referral link, we may process information necessary to connect the referring customer and referred customer and administer any qualifying discount or commission.

We do not disclose unnecessary personal information between the two customers.

A referrer may be shown information necessary to understand their referral reward or commission status without receiving the referred customer’s private vehicle, payment or account information.

9. Automated rules and calculations

The Ultra Radiance Portal uses automated rules for routine administrative purposes, including calculating prices, discounts, referral eligibility, referral commission and membership entitlement availability.

These rules support the operation of the services you request.

We do not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on you.

10. Who we share information with

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

We may share personal information where necessary with service providers that help us operate the business and portal. Based on our review of this application’s actual configuration, these currently include:

• Vercel — application hosting for the customer portal and staff admin system.
• Supabase — database infrastructure.
• Stripe — payment processing for card payments and membership subscriptions.
• Resend — delivery of transactional emails (booking confirmations, verification, password reset and similar account/service emails).
• Cloudflare R2 — secure storage of vehicle photographs and documents (invoices, receipts, job sheets).

We may also share information with accountants, professional advisers, insurers, payment providers or other suppliers where necessary for legitimate business purposes.

If you choose to contact us using a third-party communication service such as WhatsApp, that provider may process information under its own privacy terms.

We may disclose information where required by law, court order, regulatory authority or law-enforcement request, or where reasonably necessary to establish, exercise or defend legal rights.

11. International transfers

Some of the technology providers used to operate the Ultra Radiance Portal (for example, our hosting, payment, email or storage providers listed above) may process or store information outside the United Kingdom, including in the United States or the European Economic Area.

Where personal information is transferred internationally, we require that appropriate safeguards recognised under UK data protection law are in place. We have not yet completed a full, provider-by-provider mapping of the specific transfer mechanism used by each supplier (for example the exact safeguard relied on and hosting region); this is an area we are reviewing and will update this policy to reflect once confirmed.

12. How long we keep information

We do not keep personal information indefinitely simply because it has been collected.

Retention is determined by the reason the information is required, the nature of the service, warranty and dispute requirements, legal limitation periods, accounting and tax obligations, fraud-prevention requirements and whether you continue to have an active relationship with Ultra Radiance.

Financial records, invoices, payment records and associated transaction information may be retained for periods required for accounting and tax purposes.

Booking, vehicle and service records may be retained where reasonably necessary to maintain service history, warranty records, respond to complaints or establish or defend legal claims.

Account information may remain while your account is active and may subsequently be retained only where there is a legitimate or legal reason to do so.

Security and audit information is retained only for as long as reasonably required for security, investigation and accountability purposes.

Where information is no longer required, we will delete, anonymise or securely dispose of it where reasonably practicable.

13. Marketing

We may contact customers about Ultra Radiance services where they have requested such communications or where applicable electronic-marketing law permits it.

Customers can opt out of marketing communications at any time, including through the Communication Preferences section of the customer portal (Account Settings).

Opting out of marketing does not prevent transactional/service communications necessary for an account, booking, membership, payment, warranty or requested service.

14. Cookies and session technology

The Ultra Radiance Portal uses only essential cookies and similar technology, necessary to provide account login, authentication, security and core portal functionality. Based on our audit of this application’s code and dependencies, it does not use any analytics, advertising or other non-essential cookies, and does not embed any third-party tracking pixel or script.

Essential technologies are required for the service to operate and cannot be switched off. If this ever changes, we will update this section and, where required, request your consent before any non-essential cookie is set.

See our Cookie Policy for the full list of cookies this portal uses.

15. Security

We take reasonable technical and organisational measures to protect personal information.

The Ultra Radiance Portal uses controls including authenticated access, role-based permissions, server-side authorisation, password hashing, secure connections, database access controls, audit logging and other safeguards appropriate to the system.

Access by staff is restricted according to role and business need.

No internet-based system can guarantee absolute security.

16. Your data-protection rights

Depending on the circumstances and lawful basis involved, UK data-protection law may provide rights relating to: access, correction, deletion, restriction, data portability, objection, and withdrawal of consent where consent is the lawful basis.

You have the right to object to direct marketing.

Some rights are not absolute.

To exercise a privacy right, contact: detailing@ultraradiance.co.uk

We may need to verify identity before fulfilling a request.

17. Complaints

If you have concerns about how we use personal information, contact us first so we can investigate.

You may also complain to the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.

18. Links to other services

The website or portal may contain links to third-party websites or services. Those organisations operate under their own privacy policies.

19. Changes to this Privacy Policy

We may update this Privacy Policy where services, technology, legal obligations or processing activities change. Where material changes are made, customers may be notified through the portal, email or another appropriate method. The latest version will always display its effective/last-updated date at the top of this page.