Privacy Policy

1. Who we are

This website is shared by three independently-run repair shops trading collectively as Phones Vapes 4 All. When you book a repair, the shop you select becomes the data controller for the information you submit. Each shop is responsible for how it stores, uses and deletes your data — they share only the booking details needed to provide the repair you asked for.

2. What information we collect

When you book a repair we collect:

• Your name, email address and UK mobile number
• Your device make, model and the fault(s) you want repaired
• Drop-in date and time, or your callout address and preferred window
• Notification preferences (email and/or SMS updates about your repair)
• Any notes or context you choose to share with the shop

When you browse the site we may also process technical data — IP address (anonymised by our analytics provider), browser type, pages visited and timing — for the purposes set out in section 4.

We do not ask for payment card details on this website. Any payment is collected separately, either in-shop or through a secure payment link the shop sends you, processed by an FCA-authorised payment provider.

3. Why we use it & our lawful basis

4. Cookies & analytics

Our site uses two categories of cookies and similar technologies:

• Strictly necessary — required to run the site, remember the booking wizard state and store your cookie preferences. These are always on; the law allows us to set them without consent.
• Analytics (Google Analytics 4 and Microsoft Clarity) — only set if you accept analytics in the cookie banner. GA4 tells us which pages are popular and where the booking flow breaks; Clarity gives us aggregate session recordings and heatmaps so we can see where the layout is confusing. We have IP anonymisation enabled in both, so your full IP address is never stored, and we ask Clarity to mask any text you type. The data is processed by Google and Microsoft respectively, in line with their own privacy notices.

We do not use advertising, retargeting or social-media pixels on this site.

You can change your choice at any time using Cookie settings in the footer, or by clearing cookies for this site in your browser.

5. Sharing your information

We share your booking details only with:

• The shop you booked with (so they can carry out the repair)
• Our SMS provider (Twilio), only when you opt into SMS updates
• Our transactional email provider, for booking confirmation and status emails
• Our payment provider, only when you pay via a payment link the shop sends you
• Google (GA4) and Microsoft (Clarity), for the analytics described in section 4 — only with your consent

Where any of these providers process data outside the UK, we rely on the UK government's adequacy decisions or Standard Contractual Clauses to protect your data.

We never sell your data, and we never share it with third parties for advertising.

6. How long we keep it

• Booking records: kept for as long as needed to operate your 12-month warranty, plus the period required by UK tax and accounting law (typically six years).
• Email and SMS opt-ins: kept until you opt out or your contact details are deleted.
• Analytics data: retained at Google's default GA4 retention setting (currently 14 months).
• Cookie preference: stored in your browser for 6 months, after which the banner will appear again.

7. How we keep it secure

All data submitted through this site is encrypted in transit using HTTPS. Booking data is stored in a UK-hosted database with access restricted to staff at the shop you booked with. Sensitive credentials (such as integration keys) are encrypted at rest.

8. Your rights

Under UK GDPR you have the right to:

• See the personal data we hold about you (subject access request)
• Have inaccurate data corrected
• Have your data deleted, subject to legal retention obligations
• Restrict or object to certain processing
• Receive a copy of your data in a portable format
• Withdraw any consent you have given (e.g. SMS updates, analytics cookies) at any time

To exercise any of these rights, contact the shop you booked with using the details in section 1. We aim to respond within one calendar month. If you are not happy with our response you can complain to the UK Information Commissioner's Office (ICO).

9. Children

This site is intended for customers aged 16 and over. If you are younger, please ask a parent or guardian to make the booking on your behalf. We do not knowingly collect data from children under 16.

10. Changes to this policy

If this policy changes we will update the date at the top of the page. Material changes will be highlighted in the booking flow so you can review them before you submit.