Privacy Policy

Last updated: 21 October 2026

This policy explains what personal information Paint It All Ltd collects, why we collect it, how we keep it safe, and the rights you have. Paint It All Ltd (company number 16165207, 36 Chipstead Valley Road, Coulsdon, CR5 2RA) is the data controller. Questions about your data: info@paintitallltd.com or 020 3576 3775.

1. Information we collect

• Customers: your name, email, phone number, the address where the work takes place, your booking details, messages and photos you send us, your payments (amounts and dates - not your card details), and any feedback or complaints.

• Job applicants: the details you give on our Careers form, your CV and work photos, and our notes on your application. We do not ask for your date of birth or identity documents online - right-to-work checks are done in person.

• Website visitors: basic technical information needed to run the site securely, and your basket, which is stored in your own browser.

• Our employees: staff information is covered by a separate staff privacy notice.

2. Why we use it, and our legal basis

• To quote, book, carry out and invoice your job, and to manage your account - to perform our contract with you.

• To send booking, payment, progress and guarantee messages - to perform our contract with you.

• To keep accounting and tax records - to meet our legal obligations.

• To handle complaints, guarantee claims and disputes, to keep our sites safe, and to improve our service, including asking for your feedback once a job is finished - our legitimate interests.

• To consider job applications - to take steps before a possible employment contract, and our legitimate interests.

We will only send you marketing if you have agreed to it, and you can opt out at any time.

3. Who we share it with

We never sell your information. We share it only with trusted service providers who help us run our business, under contracts that require them to keep it safe: WeWeb (website, database and file storage), Xano (our pricing engine), Stripe (secure card payments), Resend and Hostinger (sending and receiving email), Google (email and business tools), and our accountants. We may also share information where the law requires it.

Some of these providers may process data outside the UK. Where they do, we rely on the legal safeguards approved under UK data protection law.

4. How we use automated tools

We use software, including AI tools, to help us draft emails, organise enquiries and prepare quotes. A member of our team reviews and approves every email before it is sent, and no decision with legal or similarly significant effect on you is made by automated means alone.

Our website chat assistants, Brush and Lily, are AI assistants. Chat messages are saved so our team can follow up with you, and anything that needs a person (including every complaint) is passed to our team and our CEO. The assistants cannot take payments, confirm or change bookings, or approve refunds - only a person on our team can. Please never share card or bank details in the chat; anything that looks like a card number is removed automatically. Chats are kept for up to 12 months unless they become part of a booking or complaint record.

5. How long we keep it

• Booking, payment and invoice records: 6 years after the end of the tax year they relate to, as required for tax purposes.

• Guarantee and complaint records: for the guarantee period and 6 years after a job is completed.

• Unsuccessful job applications: deleted 6 months after a decision, or sooner if you ask.

• Account details: for as long as you keep your account, then deleted or anonymised unless we need them for the reasons above.

6. Keeping it safe

Your data is stored on secure, access-controlled systems. Only staff who need it can see it, and card payments are handled entirely by Stripe.

7. Your rights

You have the right to ask for a copy of your data, to have it corrected or deleted, to restrict or object to how we use it, and to have it transferred to you or another organisation. To use any of these rights, email info@paintitallltd.com - we will reply within one month.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.