Privacy Policy

1. About this policy

This Privacy Policy explains how Groom & Co collects, uses, stores and protects personal information when you:

• visit our website;

• contact us by telephone, email or website form;

• enquire about an alteration, repair or fitting;

• book or attend an appointment;

• purchase or use our services; or

• otherwise communicate with us.

We are committed to handling personal information fairly, transparently and securely.

UK privacy notices should clearly explain why personal information is used, how long it is retained and who it may be shared with.

2. Who we are

Groom & Co is a clothing alterations, tailoring, garment-restyling and clothing-repair business based in Jesmond, Newcastle upon Tyne.

Our contact details are:

Groom & Co
10a Clayton Road
Jesmond
Newcastle upon Tyne
NE2 4RP

Telephone: 0191 281 9799

Email: info@groomofjesmond.co.uk

Company registration number: 13406596

VAT registration number: GB 394532964

For the purposes of UK data protection law, the data controller is:

[INSERT FULL REGISTERED COMPANY NAME ASSOCIATED WITH COMPANY NUMBER 13406596]

The business address and telephone number are currently published on the Groom & Co website.

3. Personal information we collect

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

Information you provide to us

We may collect:

• your name;

• telephone number;

• email address;

• postal address, where required;

• appointment and fitting details;

• information about your garment;

• the alteration, repair or restyling service requested;

• wedding, event or required-completion dates;

• measurements and fitting notes;

• messages, correspondence and enquiries;

• payment and transaction information;

• details relating to complaints or service concerns;

• reviews, photographs or testimonials you provide; and

• marketing preferences.

We may also record information about a garment’s condition, fabric, construction, existing damage or previous alterations where this is relevant to the service.

Information collected through the website

When you use our website, we may collect technical information such as:

• IP address;

• browser and device type;

• operating system;

• pages visited;

• date and time of access;

• referring website;

• general website usage information; and

• cookie and consent preferences.

This information may be collected through cookies, analytics tools, server logs or similar technologies.

4. How we use personal information

We may use your personal information to:

• respond to enquiries;

• discuss your garment and alteration requirements;

• arrange and manage fitting appointments;

• create and maintain fitting and alteration records;

• communicate about appointments, progress and collection;

• provide tailoring, alteration, repair and restyling services;

• process payments and issue receipts;

• manage cancellations, complaints or service concerns;

• maintain financial, tax and accounting records;

• improve our customer service;

• maintain and improve our website;

• monitor website security and performance;

• prevent fraud, misuse or unlawful activity;

• request or publish reviews where permission has been provided;

• send marketing communications where permitted; and

• comply with legal and regulatory obligations.

We will not use your personal information for purposes that are incompatible with the reason it was originally collected unless permitted or required by law.

5. Our lawful bases

We rely on one or more of the following lawful bases when using personal information.

Contract

We may use your information where this is necessary to:

• respond to a request before you enter into a contract with us;

• provide an estimate or quotation;

• arrange a fitting;

• carry out agreed alteration or repair work;

• process payment; or

• manage collection.

Legitimate interests

We may use information where this is necessary for our legitimate business interests, provided those interests do not override your rights.

This may include:

• responding to general business enquiries;

• maintaining customer and service records;

• improving our website and services;

• protecting our systems and business;

• handling complaints;

• recovering money owed; and

• communicating with existing customers about related services where legally permitted.

Legal obligation

We may use or retain information where required to comply with:

• tax and accounting rules;

• consumer-protection law;

• fraud-prevention requirements;

• court orders; or

• other legal obligations.

Consent

We may rely on consent for:

• optional marketing communications;

• non-essential cookies;

• publishing identifiable customer photographs;

• publishing testimonials where permission is required; or

• other optional uses explained at the time.

Where we rely on consent, you may withdraw it at any time.

6. Appointment and fitting information

To provide alteration services, we may keep records of:

• the garment presented;

• agreed alterations;

• measurements;

• fitting observations;

• requested completion dates;

• additional fittings;

• prices and payments; and

• collection details.

These records help us provide the service, maintain continuity between fittings and respond to any later questions.

Please avoid providing personal information that is not relevant to your garment or appointment.

7. Photographs and testimonials

We will not intentionally publish identifiable customer photographs, wedding photographs or testimonials without appropriate permission.

Where you give permission, we may use approved material on:

• our website;

• our social-media accounts;

• printed promotional material; or

• other agreed marketing channels.

You may withdraw consent for future use by contacting us. This may not require us to withdraw material already lawfully printed or distributed before your request was received.

8. Marketing communications

We may send marketing communications where:

• you have asked to receive them;

• you have provided valid consent; or

• the law otherwise allows us to contact you about similar services.

Marketing communications may include information about:

• alteration services;

• bridal or occasion-wear fittings;

• garment care;

• new services; or

• Groom & Co news.

You can unsubscribe at any time by:

• using the unsubscribe link in an email; or

• contacting us directly.

We will retain a limited suppression record where necessary to ensure we respect your preference.

9. Cookies and website technologies

Our website may use cookies and similar technologies to:

• operate essential website functions;

• remember privacy choices;

• maintain website security;

• understand website usage;

• display embedded content; or

• measure marketing activity.

Non-essential cookies should only be activated after valid consent, except where a legal exemption applies. The ICO states that businesses must clearly explain cookies and obtain active consent for non-essential cookies and similar technologies.

Further information will be available in our separate Cookie Policy.

10. Who we may share information with

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

• website hosting providers;

• website developers or technical-support providers;

• email and communications providers;

• appointment or booking providers;

• payment processors;

• accountants and bookkeepers;

• cloud-storage or business-software providers;

• analytics providers;

• professional advisers;

• insurers;

• regulators;

• law-enforcement agencies; and

• courts or public authorities where legally required.

We only share information that is reasonably necessary for the relevant purpose.

Suppliers that process information on our behalf are expected to use it only in accordance with our instructions, their contractual obligations and applicable data protection law.

Providers requiring confirmation before publication

The final policy should name or categorise the following once selected:

• website host;

• contact-form provider;

• booking platform;

• payment processor;

• email provider;

• analytics service;

• cookie-consent provider;

• social-media or review widgets; and

• cloud-storage provider.

11. International transfers

Some technology suppliers may store or process personal information outside the United Kingdom.

Where this occurs, we will take reasonable steps to ensure that an appropriate legal transfer mechanism or safeguard is in place. This may include:

• adequacy regulations;

• an approved UK international data-transfer agreement;

• an approved addendum to standard contractual clauses; or

• another legally recognised safeguard.

The final version of this policy should identify any material international transfers once all website and business providers have been confirmed.

12. How long we keep information

We retain personal information only for as long as reasonably necessary for the relevant purpose, including legal, accounting and dispute-resolution requirements.

Our intended retention periods are:

InformationIntended retentionGeneral enquiries that do not become bookingsUp to 12 monthsAppointment and alteration recordsUp to 6 years after completionInvoices, payments and accounting recordsAt least 6 years where requiredComplaints and related correspondenceUp to 6 years after resolutionMarketing consent and preferencesUntil consent is withdrawn, plus a suppression recordWebsite security logsNormally up to 12 monthsWebsite analyticsAccording to the configured analytics retention periodCookie-consent recordsFor the period needed to evidence the recorded choicePhotographs and testimonialsUntil no longer required or consent is withdrawn for future use

These periods should be reviewed against Groom & Co’s actual accounting, appointment and website systems before publication.

We may retain information for longer where:

• required by law;

• necessary for a legal claim;

• necessary to resolve a dispute; or

• you ask us to retain it.

13. How we protect personal information

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

• unauthorised access;

• unlawful use;

• accidental loss;

• disclosure;

• alteration; or

• destruction.

Measures may include:

• password-protected systems;

• access controls;

• limited staff access;

• secure website connections;

• reputable service providers;

• software updates;

• secure deletion;

• staff confidentiality; and

• appropriate record-management procedures.

No internet-based or electronic system can be guaranteed to be completely secure. We therefore do not claim that unauthorised access can never occur.

14. Your data protection rights

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

• be informed about how your information is used;

• request access to your personal information;

• ask us to correct inaccurate or incomplete information;

• request deletion of information;

• request restriction of processing;

• object to certain uses of your information;

• request transfer of information in a portable format;

• withdraw consent where consent is the lawful basis; and

• raise a concern about how your information has been handled.

Some rights are subject to legal conditions and exemptions.

To exercise a right, contact:

info@groomofjesmond.co.uk

We may need to verify your identity before responding.

We will normally respond within one month, although the law allows additional time in certain complex circumstances.

15. Children’s information

Our website and alteration services are not directed specifically at children.

Where a garment belongs to a child, we would normally expect the parent, guardian or responsible adult to arrange the appointment and provide the necessary contact information.

We do not knowingly use children’s information for direct marketing without appropriate permission.

16. Complaints

Please contact us first if you have a concern about how we have handled your personal information.

Contact details:

Groom & Co
10a Clayton Road
Jesmond
Newcastle upon Tyne
NE2 4RP

Telephone: 0191 281 9799

Email:info@groomofjesmond.co.uk

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

The ICO is the United Kingdom’s independent data-protection regulator.

17. ICO registration

Businesses that process personal information may need to register with the ICO and pay a data-protection fee unless an exemption applies.

Groom & Co’s ICO registration number should be inserted here once verified:

ICO registration number: [INSERT NUMBER OR CONFIRM EXEMPTION]

18. Links to other websites

Our website may contain links to external websites or services.

We are not responsible for the privacy practices of third parties. You should review the relevant privacy notice when visiting another website.

19. Changes to this policy

We may update this Privacy Policy to reflect:

• changes to our services;

• changes to the website;

• new suppliers or integrations;

• operational changes; or

• changes in legal requirements.

The latest version will be published on this page with an updated revision date.