Privacy policy.
Generated privacy notice - general business
Sauna Spec customer privacy notice
Registered name: Design Spec Consulting Ltd
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone: 01617060202
Email: hello@sauna-spec.co.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
Names and contact details
Addresses
Purchase or account history
Payment details (including card or bank information for transfers and direct debits)
Health and safety information
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Records of meetings and decisions
Information relating to compliments or complaints
Information relating to sponsorship
We collect or use the following information for the operation of customer accounts and guarantees:
Names and contact details
Addresses
Payment details (including card or bank information for transfers and direct debits)
Marketing preferences
We collect or use the following information for service updates or marketing purposes:
Names and contact details
Marketing preferences
Recorded images, such as photos or videos
IP addresses
Website and app user journey information
Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
Names and contact details
Addresses
Location data
Purchase or viewing history
IP addresses
Website and app user journey information
Personal information used for administration of research
Personal information used for the purpose of research
Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
Name
Contact information
Health and safety information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Address
Payment details
Account information
Purchase or service history
Video recordings of public areas
Audio recordings of public areas
Video recordings of private or staff only areas
Audio recordings of private or staff only areas
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Information relating to health and safety
Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to deliver high-quality services and goods tailored to meet customer needs. Our legitimate interests in processing this information are as follows: Accurate Order Fulfillment: Collecting personal details, such as contact and delivery information, ensures that products and services are provided accurately, efficiently, and to the correct specifications. Personalised Customer Experience: Using customer information allows us to offer tailored recommendations, respond to specific preferences, and provide advice that enhances the suitability of our goods and services. Improved Communication: Personal information enables clear and effective communication with customers, including order confirmations, updates, and follow-ups to address any queries or concerns. Service Enhancements: By understanding customer interactions and feedback, we can refine our offerings to better align with their needs, improving the quality and value of our goods and services. Operational Efficiency: Collecting necessary data allows us to manage resources effectively, streamline processes, and ensure timely delivery of goods and services.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to operate customer accounts and provide guarantees as part of our commitment to delivering high-quality sauna build services. Our legitimate interests in processing this information are as follows: Efficient Service Delivery: By maintaining accurate records of customer accounts, we can ensure seamless communication, effectively manage projects, and provide timely updates throughout the sauna build process. Guarantee Fulfillment: Personal information allows us to uphold the warranties and guarantees associated with our products and services, ensuring customers receive the support and remedies they are entitled to under the terms of our agreements. Customer Safety and Satisfaction: Collecting and storing essential information helps us address potential safety concerns, respond to queries, and offer tailored solutions, enhancing the overall customer experience. Regulatory Compliance: In some cases, processing customer information is necessary to comply with legal obligations, such as tax record-keeping or responding to warranty claims.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to provide service updates and marketing communications that are relevant and beneficial to our customers. Our legitimate interests in processing this information are as follows: Keeping Customers Informed: By sharing updates about our services, products, or industry developments, we ensure customers are aware of opportunities, changes, or enhancements that may improve their experience. Tailored Marketing: Using customer preferences and interests enables us to deliver personalized marketing content that is more relevant and valuable, avoiding unnecessary or generic communications. Promoting Special Offers: Personal information allows us to notify customers about promotions, discounts, or new offerings that may align with their preferences or past purchases. Supporting Customer Engagement: Regular communication helps us maintain strong relationships with our customers, fostering loyalty and ensuring they remain informed about the benefits of our goods and services.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information for research or archiving purposes to improve our services, products, and customer experience while preserving valuable information. Our legitimate interests in processing this information are as follows: Service Improvement: Researching trends, preferences, and feedback allows us to refine our offerings, ensuring they align with customer needs and expectations. Product Development: Analyzing data helps us innovate and create new products or services that better serve our customers and address emerging demands in the market. Historical Reference: Archiving information provides a reliable reference point for resolving disputes, ensuring continuity, and maintaining the integrity of our records. Compliance and Insights: Retaining information in an archive enables us to meet legal obligations, analyze historical performance, and make data-driven decisions to enhance operations.
Our lawful bases for collecting or using personal information for legal requirements are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to meet our legal obligations and ensure compliance with relevant laws and regulations. Our legitimate interests in processing this information are as follows: Regulatory Compliance: Collecting personal data allows us to adhere to applicable laws, such as tax regulations, employment laws, and consumer protection requirements, ensuring lawful and ethical operations. Risk Mitigation: By maintaining accurate and complete records, we can address potential legal disputes, audits, or investigations effectively and in compliance with legal standards. Contractual Obligations: Processing customer and employee information is often necessary to fulfill contractual requirements, such as issuing invoices, providing warranties, or ensuring safety and accountability. Transparency and Accountability: Collecting and managing personal information responsibly helps us demonstrate our commitment to lawful practices and good governance.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to address queries, complaints, or claims efficiently and effectively. Our legitimate interests in processing this information are as follows: Customer Support: Collecting personal data allows us to respond to customer inquiries promptly, providing accurate and relevant information to resolve their concerns. Dispute Resolution: Maintaining records of interactions and relevant details enables us to investigate and resolve complaints or claims fairly and transparently. Service Improvement: Feedback from queries and complaints provides valuable insights, helping us identify areas for improvement and enhancing our products, services, and processes. Legal and Contractual Obligations: Processing information for claims ensures compliance with legal and contractual requirements, such as warranty fulfillment, insurance coverage, or compensation arrangements.
Where we get personal information from
Directly from you
How long we keep information
Retention Schedule
We retain personal data only for as long as necessary to fulfill the purposes outlined in this privacy policy, including compliance with legal, accounting, or reporting obligations. Below is an overview of our data retention periods:
Data Category
Purpose
Retention Period
Reason for Retention
Customer Contact Details
To manage accounts and provide services
2 years after the last interaction
Legitimate interest in maintaining customer records and resolving issues.
Project Details (e.g., specifications, plans)
To deliver and maintain sauna builds
6 years after project completion
Compliance with legal and warranty obligations.
Financial Records (e.g., invoices, payments)
To manage payments and comply with tax laws
6 years
Legal requirement for financial recordkeeping.
Queries and Complaints
To handle customer service issues
1 year after resolution
Legitimate interest in monitoring and improving services.
Marketing Preferences and Consent
To manage subscription to marketing communications
Until the customer withdraws consent or becomes inactive for 2 years
Compliance with GDPR and direct marketing laws.
Research and Feedback Data
To improve products and services
2 years after collection, anonymized thereafter
Legitimate interest in service improvement.
Legal Claims Data
To manage disputes or legal claims
Until the claim is resolved and for 6 years thereafter
Compliance with legal obligations.
Data Disposal
When the retention period for any category of data expires, we securely delete or anonymize the information. This ensures personal data is no longer identifiable while preserving our ability to use aggregated insights for legitimate business purposes.
Your Rights
You have the right to request access to your data, correct it, or ask for its deletion if it is no longer required for the purposes outlined above. For more details, please refer to the "Your Rights" section of this policy.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
2 January 2025