How we handle your information

1. Who is responsible for the data

James Mason operates Swansea Locksmith Quotes and is the controller for personal information collected through this service. Privacy enquiries can be sent through support@swanseaplumbers.uk.

2. Information we collect

Depending on how you use the service, we may collect your name, phone number, email address, approximate and exact job location, job description, urgency, preferred times, messages, quote selections and records needed to administer the request. Provider records may include business/contact details, service areas, identity-check information, evidence of insurance relevant to the work, quote content, payment status and platform activity.

We also receive ordinary technical and security information such as IP address, browser/device information, request timestamps and server logs. Card details are entered directly into Stripe's secure checkout. We never see or store them.

3. Why we use personal information

We use information to create and administer quote requests, ask relevant follow-up questions, match job-only briefs to eligible providers, deliver and compare quotes, release details to the selected provider at the correct stage, process provider fees, prevent abuse, secure the service, answer enquiries and keep records of transactions and consent.

Our lawful bases under UK data-protection law will normally be performance of a contract or steps requested before a contract, legitimate interests in operating and securing the quote platform, compliance with legal obligations, and consent where consent is specifically required. We do not use consent where another lawful basis is more appropriate.

4. Who receives your information

Providers invited to quote receive the job facts and approximate area needed to assess the opportunity, but not the customer's phone number, email address or exact address during comparison. Those private details are released only to the provider whose quote the customer selects after that provider accepts and pays the disclosed lead fee through the platform.

We may also use service providers that host the application/database, send transactional email, process payments, provide security or technical infrastructure, and professional advisers where necessary. Each receives only the information it needs for its role. We may disclose information where required by law or where reasonably necessary to establish, exercise or defend legal claims.

Service providers

The production service uses the following suppliers for the functions described below. The information sent depends on which features you use.

• Render: application and database hosting, including stored request, provider, message and operational records. Render data-processing terms.
• OpenAI: AI-assisted job questions and analysis of job descriptions and submitted photos. We remove known contact details from text before sending it, but free text and images can still contain identifying information. Do not include faces, documents, access codes or unrelated personal information in job photos or chat. OpenAI data-processing terms.
• Resend: email delivery, receiving the destination email address, message content and links, and delivery information. Resend data-processing terms.
• Stripe: provider lead-fee payments and refunds, including provider email, amount and transaction references. Card information is entered into Stripe Checkout. Stripe also handles information for its own payment, security and legal purposes. Stripe privacy information.
• Stripe Identity: when a provider chooses the online ID check, Stripe collects a photo of their passport, driving licence or ID card and a selfie, checks they match, and tells us the result and the name on the document. We do not receive or store the ID images. Providers can ask us for a manual check instead.

These suppliers may use subprocessors described in their linked terms. Supplier account, fraud-prevention and legal processing may be carried out under their own privacy notices, rather than solely on our instructions.

Business information and invitations

We use details supplied by businesses and publicly available business information from OpenStreetMap, Companies House and business websites. This may include names, business contact details, addresses, services, company status and the source of the information. We keep verification and contact history alongside these records.

We use this information to check local coverage, assess applications and send invitations where permitted. Our legitimate interests are maintaining a relevant provider network and avoiding unwanted contact. We obtain consent where required; public contact details alone are not consent. An invitation does not enrol a business for job requests.

You can object to direct marketing at any time. Use the invitation’s opt-out link or the privacy contact in this notice. You can also ask about your record’s source or request a correction. We retain limited suppression records to respect opt-outs.

Retention depends on business relevance, applications, objections and legal or operational needs. Rejected or suppressed prospects without a contractor relationship become eligible for contact-content cleanup after at least 90 days from the latest relevant update. Pending invitations, unresolved incidents and retention holds can delay this. Limited decision and opt-out records remain. Active prospects and provider records are reviewed separately.

Ratings of providers

About a day after a provider receives your contact details for a booked job, we may email you once with a private link to rate that provider. Responding is optional. We store your star rating, whether the job was done, any private feedback and the date, linked to your request and the provider. Other customers see only the provider’s average star rating, once a provider has several. Your feedback text is read only by our team and is never published; we remove phone numbers, email addresses and links from it. Your name and contact details are never shown with your rating. We keep ratings while the provider remains on the panel, so the average stays accurate. Providers are not told which customer left which rating. You can ask us to remove your rating at any time using the privacy contact in this notice.

Referrals and credits

If you share a referral link, we record which booked job or new tradesperson came through it so we can add credit. For customers we link credit to a one-way coded version of your email address rather than the address itself, and we never tell the person you referred who you are beyond what they already know. Customer credit expires after 12 months; contractor credit after 90 days. Tradespeople can describe their working pattern in their own words on a request page; that text is processed by OpenAI to suggest answers, with phone numbers and email addresses removed first, and is not used to train models.

Customer accounts and news emails

When you make a request, or create a free account at /join, we keep a simple account under your email address: your name, email, postcode area, the trades you said you may need, how the account was created and any referral credit you have earned. It lets you see your credit and referral links, and lets us apply credit to your next job. The lawful basis is performance of our service to you and our legitimate interest in running the referral scheme.

We send news emails (for example, a new trade, area or feature) only if you ticked the box or said yes, and only after your email address is confirmed. Every news email has a one-click unsubscribe link, and you can change this or delete your account at any time from your account page or through the contact page. Unsubscribing does not stop emails about a job you have requested. We keep a record of when and where you agreed or unsubscribed as evidence of consent. Accounts that are deleted are removed straight away; inactive accounts are reviewed and deleted after three years without activity.

5. Automated assistance

The guided request flow may use automated or AI-assisted processing to turn a customer's description into practical follow-up questions and a structured job brief. The purpose is to organise information for quoting, not to make a legal or similarly significant decision about the customer. Please check the job details in your summary before relying on a quote.

6. How long we keep information

We keep personal information only for as long as reasonably necessary for the quote request, provider relationship, payment/accounting records, security, dispute handling and legal obligations. Different records can therefore have different retention periods. Cancelled requests with no payment records become eligible for personal-content cleanup 90 days after their last update. Cleanup removes stored contact details, chat, uploads and copied message content; retention holds, unresolved incidents, outstanding deliveries and processing in progress delay cleanup for review. Minimal request identifiers and workflow records remain. Insurance certificate uploads for rejected, inactive applicants become eligible for deletion after at least 90 days since the latest review, submission, upload, eligibility change or hold release, provided there is no job or payment history, pending delivery, retention hold or related unresolved operational incident. Active contractors and applications awaiting review are excluded. This removes the uploaded certificate, not the application or verification history; other contractor records require separate retention review. Expired renewal access tokens are removed after a further 90 days. Analytics events are deleted after 90 days. Requests involving payments, released contacts or disputes require a separate retention review. After an administrator reviews the evidence and retention needs of a closed or cancelled request, duplicate chat, uploads, sent-message content and released-contact copies can be scheduled for cleanup on the reviewed date. Holds, unsettled payments, active offers, unresolved incidents and outstanding processing or deliveries block this cleanup. Customer and job access links are revoked when it runs. Primary customer records, quotes, transaction records and review history remain subject to separate retention decisions; this is not full erasure. This cleanup does not remove copies already delivered to recipients or copies in provider systems and backups.

7. Security and international processing

We use access controls, secure links and application checks to keep customer details separated from provider-facing quote data until disclosure is authorised. No internet service can guarantee absolute security.

Using these suppliers can involve processing outside the UK, including in the United States. Resend states that email content and delivery records are stored in the United States, even where a European sending region is selected. Other supplier locations and support access depend on their services, subprocessors and account configuration.

Supplier terms describe transfer mechanisms such as adequacy arrangements and contractual safeguards, including UK transfer addenda where applicable. The arrangement for each transfer depends on the relevant contract and service. You can use the privacy contact above to ask where your information is processed and request details or a copy of the safeguards applicable to it. Resend processing locations; ICO information on international transfers.

8. Your UK data-protection rights

Depending on the circumstances, you may have rights to access your personal data, correct it, request erasure, restrict or object to processing, receive portable data, and withdraw consent where processing relies on consent. You can make a request through support@swanseaplumbers.uk. We may need to verify identity before acting on a request.

You can also complain to the UK Information Commissioner's Office if you are unhappy with how personal data has been handled. We would welcome the opportunity to address the issue first.

9. Cookies and local storage

Essential cookies or browser storage may be used where necessary for security, sessions and core functionality. We do not use advertising cookies or non-essential tracking. If that ever changes, we will ask for your consent first and update this notice.

10. Changes to this notice

We may update this notice as the service, suppliers or legal requirements change. The current version and update date will be published on this page.