ORCHADIA VEHICLE CARE

Effective date: 26 October 2026

Orchadia Vehicle Care is a trading name of Orchadia Limited (company number 06351579), registered at 135 Cheylesmore Drive, Frimley, Camberley, Surrey GU16 9BP. Orchadia Limited is the controller of the personal information described in this notice.

Contact: info@orchadia.uk | 07917 555363 | www.orchadia.uk

We may collect your name, telephone number, email address, billing or service address, enquiry and booking details, vehicle registration, make/model, vehicle condition and service requirements. We also keep quotations, service authorisations, relevant correspondence, invoices, payment status, complaints and vehicle photographs supplied by you or taken in connection with our work.

Our website and its providers may process technical information, including cookies, device/browser information and website interactions, as explained in section 8.

We use information to answer enquiries, prepare quotations, arrange and carry out services, communicate about appointments, assess and record vehicle condition, invoice and maintain financial records, handle complaints and protect our business against disputes.

Our lawful bases depend on the activity: contract or steps requested before a contract (quotations, bookings and service delivery); legal obligation (accounting and other statutory records); legitimate interests (appropriate service records, security, resolving disputes and proportionate business relationship management); and consent where required (optional promotional photographs and non-essential cookies or marketing). Where we rely on legitimate interests, we consider the impact on individuals.

Photographs may be used to assess an enquiry, record existing damage, document work and investigate concerns. These operational photographs are not automatically authorised for publicity.

We use identifiable vehicle photographs on our website, social media or promotional materials only with separate optional permission, recorded in section 8 of our Vehicle Condition & Service Authorisation form or another written consent. Registration plates will be obscured before publication. Consent can be withdrawn at any time by emailing info@orchadia.uk. We will stop future promotional use and remove relevant images from channels under our control as soon as reasonably practicable. We cannot guarantee removal of material independently copied or republished by third parties. We may retain an original image separately where needed for a lawful service-record or dispute purpose.

Unconverted private enquiries: normally deleted three months after last contact, unless a later follow-up is requested or another lawful need applies.

Business and fleet enquiries: retained while relevant for appropriate commercial relationship management; reviewed at least annually, with outdated records removed and objections to marketing respected.

Accounting and financial records: generally retained for six years from the end of the relevant company financial year, or longer where law, audit or an ongoing dispute requires.

Other completed-job records: kept only while reasonably needed for service, customer support or legal purposes.

Ordinary vehicle condition photographs: reviewed 12 months after completion; deleted when no longer necessary, unless a complaint, potential claim, dispute or other documented need justifies longer retention. Twelve months is a review point, not an automatic deletion date.

Marketing photographs: kept while the relevant permission remains valid and they remain useful for promotion, subject to periodic review and withdrawal of permission.

Marketing objections: we may retain a minimal suppression record to avoid contacting someone again against their wishes. Information is securely deleted or anonymised when no longer needed.

We may communicate with existing and prospective business customers about relevant vehicle-care services where permitted by UK data protection and electronic marketing rules. Routine booking and service messages are separate from promotional marketing. Individuals can object to direct marketing at any time; we will respect opt-outs. We do not sell personal information to data brokers.

We use trusted service providers to help operate Orchadia Vehicle Care. These include GoDaddy for our website, online enquiry forms and administration of our Microsoft 365 email service; Microsoft for Outlook business email, OneDrive cloud storage and Excel-based business records;  and Google for security and other Google services used by our website, where applicable. 

We may also share necessary information with banking and payment providers, professional advisers and public authorities where legally required.

We share only the information reasonably necessary for the relevant purpose and expect service providers to protect personal information appropriately. 

Our website is built using GoDaddy Websites + Marketing. It uses cookies and similar technologies to support website operation, remember cookie preferences and provide certain features.

We do not currently use Google Analytics or GoDaddy Advanced Tracking for optional website visitor analytics. Our website provider may still process limited technical information necessary to operate, secure and maintain the website.

Some website features, including the contact form and Google's reCAPTCHA security service, may process technical information such as browser and device details to help protect the website against spam and misuse.

Our website displays a cookie notification with Accept and Decline options. You can also manage or delete cookies through your browser settings.

We will review our cookie arrangements if we introduce additional analytics or tracking services. Where consent is required, we will seek it before using non-essential cookies or similar technologies.

Some of our service providers, including GoDaddy, Microsoft and Google, may store, process or access personal information outside the United Kingdom.

Where this involves a restricted international transfer, we take steps to ensure that appropriate protections are in place in accordance with UK data protection law. These may include UK adequacy regulations or recognised contractual safeguards, as applicable to the provider and transfer.

You can request further information about how we protect your personal information by contacting info@orchadia.uk.

We take reasonable steps to protect personal information, including appropriate account and device security, restricted access and responsible storage and disposal of customer records and photographs. No online system can be guaranteed completely secure.

Depending on the circumstances, you may ask to access or correct your information, request erasure or restriction, object to processing (including direct marketing), request portability of certain information, and withdraw consent. Some requests are subject to legal exceptions, including statutory record-keeping. Contact info@orchadia.uk; we will respond within applicable legal time limits.

Please contact us first if you have a concern. You can also complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Our website may link to third-party websites with their own privacy practices. We are not responsible for the privacy notices or practices of those websites.

We may update this Privacy Notice if our services, technology or legal obligations change. The current version and its effective date will be available at www.orchadia.uk.