Introduction

Here at Ooodles we are committed to looking after our customers personal information- from your contact details to your account information. In this privacy policy you will find everything you need to know about how and why we use your personal information, the steps we take to keep it safe, and your rights.

By signing up for our platform, you agree to receive updates about Ooodles and our offerings.

Name And Contact Details

Ooodles UK Ltd is the controller for the personal information we process, unless otherwise stated. There are many ways that you can contact us including by phone, email and post.

Our postal address is :

Ooodles UK Ltd

7 Stratford Place,

London, England,

W1C 1AY

Email address : support@ooodles.com

Where Do We Collect Your Information From?

We will collect your information from the following sources:

• Directly from you. For example when you apply for our products and services, update your information (such as when you change your address), speak to us on the phone (we may record calls for training and quality purposes) and when you use our website.

• From third parties such as Credit Reference Agencies, the Electoral roll and other sources of publicly available information, service providers or tracing and debt recovery agents.

• From any individuals appointed to act on your behalf

• Through the use of cookies

• Via Google Analytics to collect device information

Why Do We Process This Information?

Ooodles Legal Basis For Processing

Data protection law sets out a number of conditions to lawfully handle personal information. The conditions we rely on are as follows:

• Performance of a contract – if you’ve hired goods from us, we will need to process your personal information so that we can meet our contractual obligation to you

• Legal basis – we need to process your personal information to meet various legal and regulatory obligations. This includes fraud prevention obligations and rules set buy the Financial Conduct Authority.

• Consent – we will sometimes process your personal information based upon your permission. We will always tell you when this is the case and will ask you to agree before we process your information under this condition

• Legitimate interests – the law permits us to handle your personal information where necessary in our legitimate interests provided this is not outweighed by your interests. An example of this is where we share information with Credit Reference Agencies to keep our business safe

Who Ooodles Shares Your Information With

We may share your information with:

1. An approved service provider if the goods need to be repaired

2. Specific third parties that you authorise us to deal with, for example professional advisors, family members or representatives for you

3. Partners and suppliers who support the operation of our business

4. A third part if we transfer charge or assign your agreement or if we employ a third party to manage any aspect of your account

5. Other organisations that are entitled to receive your information for the purposes of preventing crime and meeting legal and regulatory requirements. This may include Fraud prevention agencies, intelligence sharing forums, the police, the Financial Conduct Authority, HM revenues and Customs, the Information Commissioners Office and other regulatory bodies.

Credit Reference Agencies

We and other organisations may use and search theses records to:

• Verify your identity;

• Help make decisions about credit and credit related services;

• Check your company's credit history;

• Trace borrowers and recover debt.

Other Data Controller's And Processors

Meta & WhatsApp App Integration Privacy Notice

Our website and services integrate with Meta and WhatsApp to provide a seamless customer experience, including assisting with booking demos and placing orders for existing account holders. This section outlines how we collect, use, and protect your data when you interact with our WhatsApp chatbot.

1. Information We Collect

When you engage with our WhatsApp chatbot app, we may collect:

• Your name and contact details (e.g., phone number)

• Your messages and interactions with the chatbot app

• Order-related information if you request assistance with placing an order

• Any additional details you voluntarily provide

2. How We Use Your Information

We use this data to:

• Process your demo booking requests

• Facilitate order placement for existing customers

• Provide customer support and improve service quality

• Comply with legal obligations and prevent fraud

3. Data Sharing & Third Parties

• We do not sell or share your WhatsApp data with third parties for marketing purposes.

• We may share data with Meta Platforms Inc. and its affiliates as required to operate the WhatsApp service.

• If necessary, we may disclose data to service providers who assist in processing transactions, maintaining security, or fulfilling legal obligations.

4. Data Security & Retention

• We implement security measures to protect your data.

• Data is retained only as long as necessary for the purposes outlined or as required by law.

• You can request data deletion or modification by contacting us.

5. Your Rights

In accordance with GDPR and UK data protection laws, you have the right to:

• Access and request a copy of your data

• Request correction or deletion of inaccurate data

• Object to processing under certain circumstances

• Withdraw consent for data processing where applicable

For any privacy-related inquiries or to exercise your rights, please contact us at support@ooodles.com

Retention Periods For Your Personal Data

Our aim is to keep your information only for as long as we need to, in order to manage your relationship with us and comply with legal and regulatory requirements.

We will generally hold your information for the whole time you have an agreement with us, and then up to six years after your account is closed.

If you submit an application that is declined, we may keep this information for 12 months.

Your rights in relation to your personal data

You have a number of legal rights when it comes to your personal information. These are:

• Right to be informed – you have the right to be informed about how we collect and use your personal data.

• Right to access – you have the right to access the personal data we hold on you. This is commonly referred to as subject access. You can make a subject access request verbally or in writing by contacting us on the above details.

• Right to rectify – in certain circumstances, you have the right to ask us to correct information about you. For example, if you feel it’s inaccurate or incomplete (or both).

• Right to erasure – this is also known as the right to be forgotten. In certain circumstances, you have the right to ask us to delete information that we hold about you. However please note there are some occasions when we may not be able to delete your personal information for legal, regulatory or technical reasons.

• Right to restrict processing – in certain circumstances, you have the right to restrict us from processing your information any further or deleting it.

• Right to data portability – you have the right to have your personal information transferred to you or another organisation in a commonly structured format.

• Right to object – in certain circumstances, you have the right to ask us to stop processing your personal information. For example, when we’re using it for direct marketing.

• Right to human intervention – in certain circumstances, you have the right to request for an automated decision to be reviewed. This right only applies to fully automated decisions, and won’t be applicable if there has been input from someone in the Ooodles team. For further information, see the below section on ‘automated decision making’.

Where we are relying on your consent to process any of your information, you have a right to withdraw that consent at any time. This will not affect any use we have made of the information before you withdrew your consent.

If you’ve consented to marketing, you can change your marketing preferences at any time by contacting us at the above details.

The Supervisory Authority And Your Right To Complain

If you are not happy with how we have processed your data, you can complain to the Information Commissioner’s Office (ICO), which is the regulator for data-protection law in the UK. Details on how to submit a complaint to the ICO can be found on their website: https://ico.org.uk/make-a-complaint

Automated Decision Making

We will use technology to make automated decisions as part of our application process. We use automated decision making to check that we can enter into an agreement with you, and also carry out our legal and regulatory obligations. Sometimes its required by law.

For automated decision making, we use information that we've collected or hold about you from your applications. We will also use information from other sources such as CRAs or fraud prevention agencies.

In certain circumstances, you have the right to ask for an automated decision to be reviewed by a person. For more information on this, please contact us on the above details.

Sensitive Personal Data

From time to time, we may need to ask for personal details that might seem sensitive, for example a question about your health. This is known as ‘special category data’ and covers information about your health, racial or ethnic origin, political opinions, religious beliefs, trade union membership, sexual orientation or biometric or genetic data.

We'll only ask for this information when we absolutely need to, and we use it to:

• Understand and accommodate any additional needs you might have. For example if we need to provide information to you in an alternative format.

• Understand any details about your health that may help us to manage your account. In all cases, we’ll ask for your consent when collecting special category data. If someone acting on your behalf provides this information, we’ll record what’s been provided and who gave it to us.

Changes To This Privacy Policy

Any changes we may make to this privacy policy will be posted on our website. We will also contact you to tell you about any significant changes we make to it.