Privacy Policy 

Luxpool Ltd respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation or use our services.

This policy applies to the website www.luxpool.co.uk and to personal information processed by Luxpool Ltd in connection with its swimming pool, sauna, steam room, spa, wellness, construction and maintenance services.

1. Who We Are

Luxpool Ltd is the data controller responsible for your personal information.

Company name: Luxpool Ltd
Registered office: First Floor, 378 Stratford Road, Shirley, Solihull, B90 4AQ, United Kingdom
Email: info@luxpool.co.uk
Telephone: 0333 772 2887
Website: www.luxpool.co.uk

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

2. Personal Information We Collect

Depending on how you interact with Luxpool, we may collect:

• Your name, company name and job title.
• Your email address and telephone number.
• Your home, business, project or site address and postcode.
• Information you provide through our contact forms, emails, telephone calls or social-media accounts.
• Details about your proposed or existing swimming pool, sauna, steam room, spa or wellness project.
• Property information, plans, drawings, specifications, photographs, videos and site-survey information.
• Quotation, contract, payment, invoice and transaction information.
• Records of correspondence, instructions, complaints and customer-service enquiries.
• Information about your preferences and interest in our services.
• Website usage information, including your IP address, browser, device, pages visited and interaction with our website.
• Marketing preferences, including whether you have agreed to receive promotional communications.
• Any other information you choose to provide to us.

Please avoid providing unnecessary sensitive or special-category personal information through our website or contact forms.

3. How We Collect Personal Information

We may collect personal information:

• Directly from you when you contact us, complete a form, request a consultation or quotation, enter into a contract or use our services.
• During site visits, surveys, design meetings, construction works, installations and maintenance visits.
• From architects, contractors, consultants, property managers, employers or other representatives involved in your project.
• From publicly available sources, including Companies House, professional directories and company websites.
• Through cookies, analytics technologies and website security tools.
• From third-party platforms where you contact or interact with Luxpool.

If you provide personal information about another person, you must ensure that you have authority to provide it and that the person has been informed about how Luxpool may use it.

4. How We Use Your Personal Information

We may use your personal information to:

• Respond to enquiries and requests for information.
• Arrange consultations, site visits and surveys.
• Prepare designs, specifications, proposals and quotations.
• Assess the requirements, feasibility and cost of a project.
• Enter into and manage contracts with customers and suppliers.
• Design, construct, install, commission, service and maintain swimming pools and wellness facilities.
• Manage projects, deliveries, subcontractors, warranties and aftercare.
• Process invoices, payments, refunds and financial records.
• Communicate with customers, prospective customers, consultants, contractors and suppliers.
• Maintain records of work undertaken and previous service or maintenance history.
• Deal with complaints, disputes, insurance matters and legal claims.
• Improve our website, products, services and customer experience.
• Protect our website, systems, staff, customers and business from fraud, misuse and security threats.
• Comply with legal, regulatory, tax, accounting, health and safety and insurance obligations.
• Send relevant marketing communications where permitted by law.
• Recruit and assess job applicants.

We will not use your personal information for a purpose that is incompatible with the reason it was originally collected unless permitted or required by law.

5. Our Lawful Bases for Using Personal Information

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we rely on the following bases:

Contract

We process information when it is necessary to provide a quotation, take steps at your request before entering into a contract, or perform a contract with you.

Legal obligation

We process information when necessary to comply with legal requirements, including tax, accounting, employment, health and safety, building, regulatory and fraud-prevention obligations.

Legitimate interests

We process information where necessary for our legitimate business interests, provided those interests do not override your rights. These interests may include:

• Responding to business enquiries.
• Managing projects and customer relationships.
• Maintaining project, service and maintenance records.
• Improving our services and website.
• Protecting our business and systems.
• Recovering money owed to us.
• Establishing, exercising or defending legal claims.
• Promoting relevant Luxpool services to existing business contacts where legally permitted.

Consent

Where required, we rely on your consent for activities such as non-essential website cookies or certain marketing communications. You may withdraw your consent at any time.

6. Marketing Communications

We may send you information about Luxpool products, services, projects or offers where:

• You have asked to receive such information.
• You have provided your consent.
• You are an existing customer and the law permits us to contact you about similar services.
• We are otherwise legally permitted to contact you.

You can unsubscribe at any time by:

• Using the unsubscribe link in a marketing email.
• Contacting us at info@luxpool.co.uk.
• Asking us directly to stop sending marketing communications.

Stopping marketing communications will not prevent us from contacting you about an active quotation, contract, project, payment, warranty, service visit or other necessary business matter. We do not sell or rent personal information to third parties for their own marketing purposes.

7. Sharing Your Personal Information

Where necessary, we may share personal information with:

• Employees, consultants and authorised representatives of Luxpool.
• Architects, engineers, designers, surveyors, project managers and other professional consultants.
• Approved subcontractors, installers, tradespeople and specialist suppliers involved in a project.
• Product manufacturers, distributors, delivery companies and warranty providers.
• Website hosting, IT, email, cloud-storage, security and technical-support providers.
• Customer relationship management, project management and communication-system providers.
• Accountants, auditors, insurers, banks, payment providers and professional advisers.
• Marketing, website analytics and advertising providers where applicable and legally permitted.
• Government departments, regulators, courts, law-enforcement authorities and the Information Commissioner’s Office where required by law.
• Debt-recovery agencies, solicitors or other parties where necessary to recover money or manage a dispute.
• A purchaser, investor or professional adviser in connection with a proposed sale, restructuring or transfer of all or part of our business.

We require service providers acting on our behalf to use personal information only for the authorised purpose and to apply appropriate security and confidentiality measures.

8. International Transfers

Luxpool operates in the UK and may also undertake projects or work with service providers and business partners outside the UK, including in the UAE. Some technology, cloud, website, email or business-service providers may process or make personal information accessible outside the UK. Where personal information is transferred outside the UK, we will take appropriate steps to protect it in accordance with UK data protection law. This may include relying on:

• UK adequacy regulations.
• The UK International Data Transfer Agreement.
• The UK Addendum to approved standard contractual clauses.
• Another lawful transfer mechanism or applicable legal exception.

You may contact us if you would like further information about the safeguards used for an international transfer involving your personal information.

9. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, contractual, accounting, insurance and regulatory requirements.

Our usual retention periods include:

• General enquiries and unsuccessful quotations: normally up to two years after the last meaningful contact.
• Customer, contract and project records: normally for at least seven years after completion or termination of the contract.
• Documents executed as deeds and records connected with longer-term liabilities: these may be retained for up to 12 years or longer where reasonably necessary.
• Invoices, payments and accounting records: normally for at least six years after the relevant financial year.
• Service, maintenance, commissioning and warranty records: for the applicable service or warranty period and for a reasonable period afterwards.
• Complaints, disputes and legal claims: until the matter is resolved and any applicable limitation period has expired.
• Marketing information: until you unsubscribe, withdraw your consent or we determine that the information is no longer current or necessary.
• Job applications: normally for up to six months after the recruitment process unless a longer period is agreed or required by law.
• Cookie and analytics information: for the periods identified by the relevant cookie or analytics provider and our cookie settings.

We may retain information for longer where required by law, an insurer, a regulatory requirement, a contractual obligation or an actual or anticipated legal claim. When personal information is no longer required, we will securely delete, destroy or anonymise it.

10. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Enable the website to function correctly.
• Remember user preferences.
• Protect the website from spam, fraud and security threats.
• Understand how visitors use the website.
• Measure website performance.
• Improve our content, services and marketing.
• Support advertising or social-media functions where applicable.

Cookies that are strictly necessary for the website to operate may be placed without consent. Where consent is legally required for analytics, advertising or other non-essential cookies, we will request it through our cookie banner or consent tool.

You can accept, reject or manage non-essential cookies through the cookie settings displayed on our website. You can also control cookies through your browser, although blocking essential cookies may affect how the website works.

11. Links to Other Websites

Our website may contain links to third-party websites, platforms or services. Luxpool does not control those external websites and is not responsible for their privacy practices. When you leave our website, you should read the privacy policy of the relevant third party before providing personal information.

12. Data Security

We use appropriate technical and organisational measures to protect personal information against:

• Unauthorised access.
• Accidental or unlawful loss.
• Misuse or alteration.
• Unauthorised disclosure.
• Destruction or damage.

Access to personal information is limited to employees, contractors and service providers who require it for a legitimate business purpose and who are subject to appropriate confidentiality obligations. However, no website, email system or internet transmission can be guaranteed to be completely secure. You should therefore take appropriate care when sending personal information electronically.

13. Automated Decision-Making

Luxpool does not ordinarily use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals. If this changes, we will provide the information required by law, including an explanation of the decision-making process and your relevant rights.

14. Your Data Protection Rights

Depending on the circumstances and lawful basis used, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your personal information.
• Ask us to restrict how we use your information.
• Object to our use of your personal information.
• Request the transfer of certain information to you or another organisation.
• Withdraw your consent at any time where processing is based on consent.
• Object to direct marketing at any time.
• Raise concerns about automated decision-making where applicable.

These rights are not absolute and may be subject to legal exceptions. To exercise a right, contact info@luxpool.co.uk. We may need to request information to verify your identity before responding. 

15. Complaints

If you are concerned about how Luxpool has used your personal information, please contact us first so that we can investigate and try to resolve the matter:

Email: info@luxpool.co.uk
Telephone: 0333 772 2887
Address: First Floor, 378 Stratford Road, Shirley, Solihull, B90 4AQ, United Kingdom

16. Children’s Information

Our website and services are not directed at children, and we do not knowingly collect personal information directly from children through the website. If you believe that a child has provided personal information to us without appropriate authorisation, please contact us.

17. Changes to This Privacy Policy

We may update this Privacy Policy occasionally to reflect changes to our services, website, business practices or legal obligations.