Privacy Notice

This notice explains how J5 Spa Services uses personal information when you visit this public website or contact us about hot-tub, spa, ice-bath or related cleaning services.

Who is responsible

Joshua Anthony Steven Stewart trading as J5 Spa Services, trading as J5 Spa Services, is responsible for deciding how personal information is used. Write to 13 Dockham, Redlands Grove, Swindon, SN3 0AG or email info@j5spaservices.co.uk about privacy.

Information you send us

• Your name, email address and optional telephone number.
• Your service address and postcode.
• The service, equipment type, preferred timing and description you provide.
• Booking, service-history, payment-status, access and maintenance notes needed to provide an agreed service.
• Information you choose to provide by direct email, telephone or WhatsApp.

How the website enquiry form works

The public form checks the information, performs an anti-spam verification and sends the enquiry directly to the J5 business inbox through an email-delivery provider. The website does not create a customer, enquiry, lead, property, quotation or CRM record, and it does not retain a copy of the submitted form in a website database. The email received by J5 is retained and handled as business correspondence.

J5 customer records

When you become a customer, authorised J5 staff may add the information needed to arrange and perform your services to the private J5 Jobs system. This can include contact details, addresses, bookings, reminders, work completed, equipment information, service notes and whether payment has been recorded. It is not a public customer account and is accessible only to the two approved staff accounts.

Why we use information

• Steps before a contract: to understand your request, confirm service-area availability and prepare or discuss a quotation.
• Contract: to arrange, provide and keep an appropriate record of requested services.
• Legitimate interests: to respond to enquiries, communicate with customers, manage repeat bookings, protect the website and run the business.
• Legal obligations: where records must be retained for tax, accounting, consumer-protection or legal purposes.

Service providers and international processing

Information is shared only where needed with providers that host and secure the website and private database, and deliver enquiry or account-security emails. Direct WhatsApp contact is handled under WhatsApp’s own privacy terms. Some providers may process information outside the United Kingdom using recognised safeguards. Information may also be shared with professional advisers or public authorities where required by law.

Security and technical logs

The staff system requires a password and a separate time-limited security code sent to the approved email address, limits repeated sign-in attempts and keeps a security audit trail. Staff sessions use protected cookies and customer-data requests require an active server-side session. Hosting and security services may process limited technical information such as IP address, request details and security events to deliver the service and prevent misuse. Do not submit payment-card details through the website or staff notes.

How long information is kept

Website enquiry emails and direct correspondence are normally kept for up to 24 months when no customer relationship follows. Customer and service records are reviewed when the relationship ends and are deleted or anonymised when no longer needed, subject to longer periods required for accounting, tax, insurance, complaints, disputes or other legal obligations. Sensitive access instructions should be removed as soon as they are no longer operationally necessary.

Your rights

Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, objection or a portable copy.

Questions and complaints

Email info@j5spaservices.co.uk to make a privacy request. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.