Privacy Policy

Privacy Policy (Minerva Appliances)

Last updated: 19 December 2025
Version: 1.0

Minerva Appliances (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data responsibly and transparently.

This Privacy Policy explains what personal data we collect, how we use it, who we share it with, how we keep it safe, and the rights you have under UK data protection law (including the UK GDPR and the Data Protection Act 2018).

1) Who we are

Controller: Minerva Appliances
Registered address: [Insert registered address, if different / if you have one]
Trading address: Unit 4, Welllington Road, Pocklington, York, YO42 1AP
Email: sales@minervaappliances.co.uk
Telephone: [Insert phone number]

If you have any questions about this policy or how we use your data, contact us using the details above.

2) What personal data we collect

Depending on how you interact with us (website, phone, in-store, delivery/service), we may collect:

Identity & contact details

· Name, billing/delivery address, email address, telephone number

Order and service information

· Purchase details (items, prices, payment status)

· Delivery/installation details

· Repair/service history, appointment notes, fault descriptions

· Appliance details such as make/model and serial numbers (where needed to provide service/warranty support)

Payment information

· We do notusually store full card details. Payments are processed by secure third-party payment providers. We may retain transaction references and basic payment status records for accounts and audit.

Communications

· Emails, messages, call notes and (where applicable) call recordings

· Customer service interactions and complaint records

Website & device data

· IP address, browser/device info, pages visited, referral source

· Cookie data (see “Cookies” below)

CCTV

· If you visit our premises, we operate CCTV for safety and security (where signage is in place).

Special category data

· We do not intentionally collect special category data (e.g., health). If you share it with us, we’ll treat it carefully and only use it where necessary for the matter you raised.

3) How we collect your data

We collect personal data:

· When you buy from us in-store, online, or over the phone

· When you book a delivery, installation, repair, or service call

· When you contact us (email, phone, website forms, social media)

· When you use our website (cookies/analytics)

· From trusted third parties where relevant (e.g., warranty administrators, delivery partners)

· From CCTV when you visit our premises

4) Why we use your data (and our lawful bases)

We only use your data where we have a lawful basis under UK GDPR, including:

A) To perform a contract / provide services

· Process orders, payments, deliveries, installations, repairs

· Manage warranty/aftercare support

· Provide updates about your order or appointment
Lawful basis: Contract

B) To meet legal obligations

· Accounting, tax, audit requirements

· Consumer law obligations
Lawful basis: Legal obligation

C) Legitimate interests

· Improve customer experience and service quality

· Prevent fraud and protect our business

· Maintain security (including CCTV)

· Respond to complaints and disputes

· Website performance and basic analytics
Lawful basis: Legitimate interests (balanced against your rights)

D) Consent (where required)

· Marketing emails/texts where consent is needed

· Non-essential cookies (where required)
Lawful basis: Consent (you can withdraw any time)

5) Marketing preferences

We may contact you with service-related messages (e.g., delivery times, appointment updates) — these aren’t marketing.

For marketing (offers, promotions):

· You can opt out at any time by using the unsubscribe link in emails or contacting us.

· We will not sell your personal data to third parties for their marketing.

6) Who we share your data with

We may share personal data only where necessary with trusted third parties such as:

· Payment processors(to take payments securely)

· Delivery and installation partners

· Repair engineers / service partners (where used)

· Warranty providers / administrators (where relevant)

· IT providers(hosting, email, CRM systems)

· Professional advisers(accountants, insurers, legal advisers)

· Regulators / authorities where required by law

We require third parties to keep your data secure and only use it for the agreed purpose.

7) International transfers

We aim to keep data in the UK. Some providers (e.g., email/hosting/analytics) may process data outside the UK.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place (such as UK-approved standard contractual clauses or equivalent protections).

8) How long we keep your data (retention)

We keep personal data only for as long as needed for the purposes above, including legal, accounting, and warranty/service requirements. Typical retention periods may include:

· Order and invoice records: usually 6 years(tax/accounting)

· Service/repair records:typically up to 6 years (or longer if required for warranty/support history)

· Marketing preferences:until you opt out or ask us to delete/update them

· CCTV footage: 3 days, unless it is required for investigating an incident, complaint, or security issue (in which case it may be kept for longer until the matter is resolved)

Exact retention can vary depending on the situation. You can ask us for more detail.

9) Your data protection rights

Under UK GDPR, you have rights including:

· Access – request a copy of your data

· Rectification – correct inaccurate data

· Erasure – ask us to delete data (where applicable)

· Restriction – limit how we use it

· Objection – object to processing based on legitimate interests or direct marketing

· Portability – request transfer of your data to another provider (where applicable)

· Withdraw consent– where we rely on consent

To exercise your rights, contact us using the details in section 1. We may need to verify your identity.

10) Security

We take appropriate technical and organisational steps to protect personal data, including access controls and secure systems. No method of transmission or storage is 100% secure, but we work to reduce risks and respond promptly to incidents.

11) Cookies and tracking

Our website may use cookies and similar technologies to:

· Make the site work properly

· Remember your preferences

· Understand how visitors use our site (analytics)

· Support marketing (only where permitted)

You can control cookies through your browser settings and, where used, our cookie banner/preferences tool.

Cookie Policy: [Add a link if you have a separate cookie policy page]

12) Links to other websites

Our website may include links to third-party sites (e.g., manufacturers, social media). We are not responsible for their privacy practices. Please review their policies separately.

13) Children’s privacy

Our services are not aimed at children, and we do not knowingly collect personal data from children.

14) Complaints

If you’re unhappy with how we’ve handled your data, please contact us first — we’ll try to sort it.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

15) Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website, with the “Last updated” date at the top.