Privacy Policy - Retro Service '83

Last updated: 10.09.2025

1. Who We Are

Retro Service ’83 is an electronics repair service specializing in vintage and retro electronics, operated by Retro Service ’83, located in Scotland, UK.

Contact Information:

  • Email: contact@retroservice83.co.uk
  • Website: retroservice83.co.uk

2. What Personal Data We Collect

Through Repair Inquiry Forms:

  • Name (first name or full name)
  • Email address
  • Phone number (if voluntarily provided by customer)
  • Equipment details (brand, model, serial number if provided)
  • Problem description and technical issues

Through Bank Transfer Payments (when chosen by the customer):

  • Customer’s name (as shown on bank transfer)
  • Bank account details visible in transfer history
  • Payment reference and amount
  • Transfer date and time

Note: Most payments are made in cash upon equipment collection. Bank transfers are only used when specifically chosen by the customer as an alternative payment method.

Through Optional Marketing Consent:

  • Equipment photos and repair documentation (with customer consent for website showcase)
  • No personal data included in equipment showcases

Through Google Reviews:

  • Reviews and ratings posted voluntarily by customers on Google
  • Review content may be displayed on our website

Through Website Usage:

  • IP addresses
  • Browser information
  • Pages visited and time spent
  • Cookies for website functionality

3. Why We Process Your Data

We use your personal data for the following purposes:

  • Repair consultation: To assess your equipment issues and provide free quotes and inspections
  • Service communication: To discuss repair progress, costs, and collection arrangements
  • Payment processing: To receive and reconcile bank transfer payments for repair services (when bank transfer is chosen instead of cash payment)
  • Financial record keeping: To maintain payment records for accounting and tax purposes
  • Technical documentation: To maintain repair records for business analysis and service improvement
  • Marketing showcase: To display repair examples on our website (only with explicit customer consent, no personal data)
  • Review display: To showcase customer feedback and service quality
  • Service improvement: To analyze common issues and improve our repair processes
  • Legal compliance: To meet our obligations under UK consumer protection and tax law

4. Legal Basis for Processing

We process your personal data based on:

  • Contract performance: For providing repair estimates and services
  • Legitimate interests: For improving our services and technical documentation
  • Legal obligation: For tax compliance
  • Consent: For marketing communications, equipment showcase photos, and review displays

5. How Long We Keep Your Data

  • Repair inquiries: 1 year from last contact
  • Completed repair records: 2 years from equipment collection (for technical reference only)
  • Payment records: 5 years (UK tax requirements for self-employed businesses)
  • Failed/Declined repair requests: 1 year from last contact
  • Equipment showcase photos: Indefinitely (only with customer consent, no personal data attached)
  • Google reviews: As long as displayed on the Google platform (beyond our control)
  • Website analytics: 26 months (anonymised after 14 months)

6. Who We Share Your Data With

We do not sell or rent your personal data. We may share limited information with:

  • Specialist suppliers: For sourcing specific parts (equipment details only, no personal data)
  • Website hosting providers: For site operation and security
  • Legal authorities: If required by law

All third parties are carefully selected and required to protect your data according to GDPR standards.

7. Equipment Information Security

Technical details about your equipment (brand, model, issues) are treated as confidential business information:

  • Used only for repair assessment and service delivery
  • Not shared with competitors or third parties
  • Stored securely with access controls
  • Included in data deletion when you request removal

8. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of your personal data and repair records
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data
  • Restriction: Limit how we process your data
  • Portability: Receive your data in a portable format
  • Object: Object to processing based on legitimate interests

To exercise these rights, contact us at contact@retroservice83.co.uk

9. Cookies and Website Analytics

We use cookies to:

  • Remember your inquiry preferences
  • Analyze website traffic
  • Improve user experience

You can control cookies through your browser settings. Some website features may not work if you disable cookies.

10. Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encrypted data transmission (SSL/TLS)
  • Secure hosting infrastructure
  • Access controls for repair records
  • Regular security updates
  • Physical security for equipment documentation

11. Data Breaches

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:

  • Notify the relevant supervisory authority within 72 hours
  • Inform affected individuals without undue delay
  • Take immediate steps to contain and remedy the breach

12. Children’s Privacy

Our services are not directed at children under 18. We do not knowingly collect personal data from children under 18. If you believe we have collected such data, please contact us immediately and we will delete it promptly.

13. Data Retention Records

Special note about repair documentation:

  • We maintain technical records of repairs for business reference purposes only
  • These records may include equipment serial numbers and repair details
  • Records are kept for the periods specified in section 5 above
  • Personal contact details can be removed while maintaining technical records for business analysis
  • Data deletion requests will be honored promptly

14. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:

  • Post the updated policy on our website
  • Update the “Last updated” date
  • Notify customers of significant changes via email (if applicable)

15. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: contact@retroservice83.co.uk
Subject: Privacy Policy Inquiry

For complaints about our data handling, you can also contact the UK Information Commissioner’s Office (ICO) at ico.org.uk.

This Privacy Policy complies with UK GDPR and Data Protection Act 2018.