Legal · 02 · Privacy
Privacy notice
This notice explains what personal data we collect when you use this website, buy a course, write in the chat or send the contact form, why we use it, who receives it and how long we keep it. We do not sell personal data and we do not use it for advertising.
1 Who is responsible for your data
The controller of your personal data is DIAMOND CLEANING TRAINING ACADEMY NI LTD, company number NI727903, registered office Office 5b, 28 Townsend Enterprise Park, Townsend Street, Belfast BT13 2ES, United Kingdom, trading as Diamond Cleaning Training Academy. Email: hello@diamond-cleanings.co.uk. Write to that address about anything in this notice.
2 What we collect and why
When you buy a course
On our checkout page we collect your first name and surname, your email address, your billing address (street, postcode, town or city, county and country) and, if you choose to give them, a company name and VAT number. We collect these details on our own website and pass them to our payment services provider so that it can create the payment and the receipt. You then enter your card or wallet details directly on the provider’s payment page: we never see or store them.
We use your email address to send your login details and to write to you about your order and your access.
Your order page
For every order we keep a record on our server: a random order reference, the courses and quantities you bought, the stage of your order and the payment reference from our payment services provider. Your order page, at an address containing that reference, shows the order and the progress of your access. Anyone who has the link can open it, so keep it private, as you would a receipt.
“Remember my details” (optional)
If you tick “remember my details” at checkout, the billing details you typed are saved in a cookie called buyer in your own browser for 180 days, so the form is filled in next time. The cookie is sent to our website when you visit it, but we do not copy it into any database. If you do not tick the box, any saved details are deleted. You can remove them at any time on the forget my details page.
The chat
When you write in the chat we store your messages, any files you send (up to 10 MB each, such as a photo of a stain or a floor), the email address if you choose to add one, the page you were on and the times of the messages. A cookie called supchat_v links your browser to your conversation. A member of the academy team reads and answers the chat. The conversation and its files are deleted automatically 12 months after the last message in it.
The contact form
When you send the contact form we store your name, email address, the topic you chose, your message, the page you came from and the time, and we email the same details to our inbox so we can reply. We keep them while we deal with your enquiry and any follow-up, and then delete them.
The visit log
Every time a page of this website is requested, our server records the time, your IP address (and any forwarding address added by a proxy on the way), the country that IP address belongs to, the page and the kind of request, the referring page, your browser’s identification string and the response. We use this log only for security and fraud prevention: to spot attacks, abuse and suspicious orders. To find the country, we may send the IP address to an IP location service. We do not use the log for marketing or to build profiles. Entries are deleted automatically after 90 days.
3 Our lawful bases
UK data protection law requires a lawful basis for each use of personal data. These are ours.
| What we do | Data | Lawful basis |
|---|---|---|
| Take your order, create the payment, give you access | Checkout details, order record | Contract: necessary to supply what you bought |
| Keep order and payment records | Order record, payment reference | Legal obligation: UK tax and company law |
| Remember your details for the next checkout | The buyer cookie | Consent: the tick box; withdraw it at any time |
| Answer the chat and the contact form | Messages, files, name, email | Legitimate interests: answering questions you ask us; or steps you ask for before buying |
| Security and fraud prevention | Visit log | Legitimate interests: protecting the website, our customers and payments |
Where we rely on legitimate interests, you can object (see section 7).
4 Who receives your data
We share personal data only with service providers that help us run the website, each for the purpose shown.
| Recipient (category) | What it receives | Why |
|---|---|---|
| Payment services provider | Checkout details, what you are buying, your payment details (entered on its page) | Taking the payment as merchant of record; tax and fraud checks. It also acts as a controller under its own privacy notice. |
| Web hosting provider | Everything stored on our server: order records, chat, contact messages, visit log | Running the website |
| Email provider | Emails to and from us, including contact form messages | Sending and receiving email |
| IP location service | IP addresses from the visit log | Finding the country for the visit log |
| Image delivery network (Pexels) | Your IP address and browser details when a photo loads | Serving the photos on our pages and in the chat |
| Font provider (Google Fonts) | Your IP address and browser details | Serving the typefaces used on the pages |
| Icon delivery network (jsDelivr) | Your IP address and browser details | Serving the payment method icons |
We may also disclose data where the law requires it, for example to HM Revenue & Customs or the police.
5 International transfers
Some of these providers, or their own suppliers, process data outside the United Kingdom, including in the European Economic Area and the United States. Where that happens, the transfer is covered by UK adequacy regulations or by safeguards approved under UK law, such as the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. You can ask us for more information.
6 How long we keep it
| Data | Kept for |
|---|---|
| Order records and payment references | As long as UK tax law requires, normally six years after the end of the financial year of the order |
| Chat conversations and files | 12 months after the last message, then deleted automatically |
| Contact form messages | While we deal with your enquiry and any follow-up |
| Visit log | 90 days, then deleted automatically |
buyer cookie | 180 days in your browser, or until you delete it |
7 Your rights
Under the UK GDPR you have the right to:
- ask for a copy of the personal data we hold about you;
- have inaccurate data corrected;
- have your data deleted, where we have no reason to keep it;
- restrict how we use your data while a question about it is resolved;
- object to our use of your data where we rely on legitimate interests;
- receive data you gave us in a portable format, where we use it under a contract or your consent;
- withdraw your consent at any time, where we rely on consent.
To use any of these rights, email hello@diamond-cleanings.co.uk. We will reply within one month. For the chat, tell us the approximate date and what you wrote, so we can find the conversation.
8 Complaints
If you are unhappy with how we handle your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator, at ico.org.uk.
9 Security
The website uses an encrypted connection (HTTPS). Order records, chat conversations, contact messages and the visit log are stored in a folder of our server that cannot be reached from the web, and only the academy team can read them.
10 Changes to this notice
We will update this notice when what we collect or how we use it changes. The date at the top shows when it last changed. Cookies are described on the cookies page.