PRIVACY POLICY

Last updated: 27/05/2026

This Privacy Policy explains how East Yorkshire Reef Care collects, uses, stores and protects personal information.

By contacting us, using our website, making an enquiry, booking a service or allowing us to attend your property, you agree that we may use your information as described in this policy.

1. Who We Are

East Yorkshire Reef Care provides specialist marine aquarium services, including reef health checks, home reef care, commercial reef care, holiday reef cover, setup support and related services across East Yorkshire.

For the purpose of data protection law, East Yorkshire Reef Care is the data controller for the personal information we collect and use.

Contact details

East Yorkshire Reef Care

Email: hello@eastyorkshirerreefcare.co.uk

Website: eastyorkshirerreefcare.co.uk

2. Information We Collect

We may collect and use the following types of information:

Contact information

Your name, phone number, email address, postal address and business address.

Enquiry and booking information

Details you provide when contacting us, requesting a quote, booking a visit or completing a pre-visit questionnaire.

Aquarium information

Tank size, tank age, livestock details, coral types, equipment list, water test results, maintenance routine, known issues, recent losses and photos or videos of the aquarium.

Access and visit information

Access instructions, parking details, gate codes, alarm details, emergency contact details and visit notes.

Communication records

Messages sent by email, website forms, WhatsApp, text message, social media or other communication channels.

Photos, videos and bodycam footage

Images or footage taken before, during or after visits for service records, visit reports, customer updates, condition records, safety, access verification or dispute resolution.

Payment and invoice information

Billing details, invoice records, payment status and transaction references. We do not normally store full card payment details.

Website information

Information about how you use our website, such as contact form submissions, cookie data, device information, IP address and basic analytics data where applicable.

3. How We Use Your Information

We use your personal information to:

Respond to enquiries

Provide quotes

Arrange bookings and visits

Deliver reef health checks, maintenance, holiday cover and related services

Prepare visit notes, reports and recommendations

Send photo or video updates

Manage access, parking and emergency contact details

Keep service, invoice and payment records

Handle complaints, disputes, insurance matters or legal issues

Improve our services and customer communication

Send service-related messages

Send marketing messages where you have consented or where the law allows

4. Lawful Bases for Using Your Information

We only use personal information where we have a lawful reason to do so.

Depending on the situation, we may use your information because:

It is needed to provide a service or take steps before providing a service

For example, responding to an enquiry, preparing a quote, arranging a booking or carrying out a visit.

We have a legitimate interest

For example, keeping service records, taking aquarium photos for visit notes, using bodycam footage for safety or access verification, managing disputes, improving services or communicating with customers.

We have your consent

For example, sending certain marketing messages or using identifiable photos or videos for marketing.

We need to comply with a legal obligation

For example, keeping accounting records, responding to lawful requests or handling data protection rights.

5. Photos, Videos and Bodycam Footage

We may take photos or videos before, during or after visits to document aquarium condition, record work carried out, provide updates, create visit reports or keep evidence of visible issues.

Body-worn camera footage may be used during visits for safety, service verification, access records and to document the condition of the aquarium and surrounding work area.

Where bodycam recording is used, we will aim to make this clear to you before or during the visit.

Photos, videos and bodycam footage may include personal data, such as images of your home, business premises, belongings, staff, customers or other individuals. We will store this information securely and only use it where appropriate.

We will not use identifiable people, private property, addresses, business names or sensitive details for marketing unless permission has been given.

6. Marketing Use of Images and Videos

We may ask for permission to use aquarium photos or videos for marketing, such as our website, social media, case studies, before-and-after examples or promotional content.

Where marketing use could identify you, your home, your business, your address, staff, customers or private property, we will ask for permission first.

You can withdraw marketing consent at any time by contacting us.

7. Who We Share Information With

We may share personal information where necessary with:

Service providers who help us run the business, such as website hosting, email, booking systems, payment processors, accounting software or cloud storage

Professional advisers, such as accountants, insurers, legal advisers or business advisers

Emergency contacts provided by you

Contractors or specialist service providers, where agreed or necessary

Law enforcement, regulators, courts or public authorities where legally required

Insurance providers where needed for a claim, complaint or dispute

We do not sell your personal information.

8. How Long We Keep Information

We only keep personal information for as long as necessary.

As a guide:

Enquiry records may be kept for up to 24 months

Customer records, visit notes, reports, invoices and service history may be kept for up to 7 years

Photos and videos used for service records may be kept as part of your customer file

Bodycam footage will usually be deleted after a reasonable retention period unless needed for a complaint, dispute, insurance matter, legal obligation or safeguarding concern

Marketing consent records may be kept until you withdraw consent or ask us to stop contacting you

These periods may vary depending on the circumstances, legal requirements or the nature of the service provided.

9. How We Protect Your Information

We take reasonable steps to keep personal information secure.

This may include:

Password-protected devices and accounts

Secure storage of digital records

Limited access to customer information

Careful handling of keys, access details and alarm information

Deleting information when it is no longer needed

Using trusted service providers where appropriate

No method of electronic storage or communication is completely secure, but we aim to protect your information using reasonable safeguards.

10. Your Rights

You have rights under data protection law. These may include the right to:

Ask for a copy of the personal information we hold about you

Ask us to correct inaccurate information

Ask us to delete information in certain circumstances

Ask us to restrict how we use your information

Object to certain uses of your information

Withdraw consent where we rely on consent

Ask for your information to be transferred in certain circumstances

Complain to the Information Commissioner’s Office

These rights may not apply in every situation, but you can contact us if you want to make a request.

11. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

12. Website Cookies and Analytics

Our website may use cookies or similar technologies to help it function, improve user experience, understand website traffic or support marketing.

Cookies may collect information such as your device type, browser, pages visited and how you interact with the site.

Where required, we will ask for your consent before using non-essential cookies.

You can control cookies through your browser settings or any cookie banner provided on our website.

13. Contact Forms and WhatsApp

If you contact us through a website form, email, phone, WhatsApp, text message or social media, we may use the information you provide to respond to your enquiry and manage your service.

Please avoid sending highly sensitive information unless it is necessary for the service.

14. Children’s Data

Our services are intended for adults, homeowners, tenants, business owners or authorised representatives.

We do not knowingly collect personal information from children. If a child is visible in photos, video or bodycam footage by accident, we will handle that footage carefully and only keep it where necessary.

15. Links to Other Websites

Our website may include links to third-party websites, such as social media platforms, payment providers or other services.

We are not responsible for the privacy practices or content of third-party websites.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be available on our website.

17. Contact Us

For questions about this Privacy Policy or to make a data protection request, contact:

East Yorkshire Reef Care

Email: hello@eastyorkshirereefcare.co.uk