TechMates Privacy Notice
Revised 26 June 2025

1. Who We Are

TechMates ("we", "us", "our") is a sole-trader business offering consumer and small-business technology repair, support, and sales. The data controller for your personal information is TechMates, located at:

11 Sandpiper Lane, Wyberton, Boston, Lincolnshire PE21 7SN, United Kingdom.
Tel: +44 (0)1205 625 001 | Email: hello@tech-mates.co.uk

We are registered with the Information Commissioner’s Office (registration number ZA123456).

2. Personal Information We Collect

We collect and process the following personal information:

  • Identity and Contact: Name, address, phone, email.

  • Device Information: Make, model, serial/IMEI numbers, fault descriptions, and device images.

  • Service Data: Device passwords or passcodes (used only temporarily for diagnostics and testing, deleted immediately after completion), log files, temporary backups, or disk images.

  • Financial Information: Payment details, bank account references, card receipts, invoice details.

  • Communication: Emails, messages, and recorded telephone calls (we inform you clearly at the start of the call, and continuing indicates consent—alternatives like email are available).

  • Technical Information: IP address, browser type/version, analytics cookies, and web-server logs.

You can choose not to provide certain information, but this may prevent us from providing some services.

3. When We Collect Your Information

We collect your information:

  • When you book a repair or request a quotation.

  • When you make a purchase.

  • When you contact customer support.

  • When your device is diagnosed, repaired, or backed up.

  • When you browse our website (using cookies and analytics tools).

4. Our Purposes and Lawful Basis for Processing Your Information

We process your personal information for:

  • Contractual Necessity: To complete repairs, provide quotations, issue invoices, and deliver products.

  • Legal Obligations: For compliance with HMRC record-keeping, tax, and other statutory duties.

  • Legitimate Interests: Call recording for quality control and dispute resolution, system security, fraud prevention, and B2B marketing. (A Legitimate Interests Assessment is available on request.)

  • Consent: For sending service updates, marketing offers (you can opt out anytime), and handling special-category data within device backups or migrations.

5. How Your Personal Information Is Shared

We share your information only as necessary with:

  • Cloud providers (email, hosting, telephony).

  • Payment processors and accounting services.

  • Technicians, couriers, and logistics companies.

  • Professional advisors (security specialists, lawyers).

  • Authorities or fraud prevention agencies (when legally required).

We ensure secure data handling with contracts and strong privacy safeguards.

6. How Long We Store Your Information

Your information is stored only as long as needed:

  • Device backups: Deleted within 7 days after repair completion.

  • Call recordings: Up to 90 days.

  • Communications: Up to 2 years.

  • Invoices and transaction records: 6 years (legal compliance).

  • Web-server logs: 12 months.

  • B2B leads: 6–12 months; opt-out records indefinitely.

7. Automated Decision-Making and Profiling

We do not engage in automated decision-making or profiling activities that affect your legal rights.

8. Where Your Personal Information Is Processed

Your personal information may be transferred and processed outside of the UK, including in countries whose data protection laws differ from those in the UK. We take appropriate measures to ensure your data remains secure and protected by using legally approved safeguards like standard contractual clauses or other officially approved mechanisms.

All data transfers are encrypted and regularly reviewed to maintain compliance with data protection laws.

9. Your Data Protection Rights

You can:

  • Request access to your data.

  • Request corrections or deletions.

  • Restrict or object to processing.

  • Receive data in portable format.

  • Opt-out of direct marketing anytime.

Submit requests directly via email to hello@tech-mates.co.uk or by post to our address above.

10. Information Security

We use strong encryption, secure authentication, restricted access controls, and annual security reviews to protect your data. In case of a security breach affecting your rights, we notify you and the ICO within 72 hours.

11. Important Information

  • Children’s Data: We do not intentionally collect data from under-13s. Services involving minors require documented parental consent.

  • Updates: We periodically update this policy; the latest version is available on our website.

12. Contact Us

For privacy-related queries:

If unresolved, contact the ICO:

  • Website: ico.org.uk

  • Telephone: 0303 123 1113