Suffolk Doors and Windows is strongly committed to protecting personal data. Protecting your privacy is at the heart of what we do. We are committed to managing your data transparently and lawfully.

Our privacy policy is here to help you understand how we collect, use and transfer your data, thus reassuring you that we work within our own strict guidelines which meet or exceed those imposed by the Data Protection Act 2018. It applies to personal data provided to us both by individuals themselves or by others.

When you use our website, telephone us or meet us in person, and you have not advised us otherwise, you are consenting to the collection, use and transfer for the information that you provide to us in accordance with the terms of this policy.

We at Suffolk Doors and Windows we are committed to protecting your privacy during your visits to our website and recognise our responsibility to keep the information you provide to us, confidential at all times.

The information we may collect from you

When you visit, use or register on our website, book a visit over the phone, or in person, you may be asked to provide personal information that is needed to process your application. The Information required is name, address, telephone number, email address.

If you contact us by email, we will keep a record of that correspondence. This will be stored: on our email system, which is password protected. You have the right to withdraw consent at any time by asking us to delete these mails.

We sometimes receive data not collected directly from the individual, so provided by a third-party provider. These third-party providers are usually manufacturers of the products we sell and the individuals have contacted the manufacturer to ask for a recommendation of a company that can supply the product the manufacturer makes. This means we are being passed the data for a legitimate interest and when we receive personal data from a third party the information is stored and treated in the same secure way that we use when receiving information sent directly to us. You have the right to ask us to delete your personal data sent to us from the third party at any time.

With website use, we may also collect information about your usage as you and others browse our site, using a technology called ‘cookies’ (see section below)

How we use the information we collect

The information you provide to us will enable us to provide you with access to our services and is used for general purposes including but not limited to replying to your enquiries, providing information, estimates, products and services you have requested.

By entering into an agreement with us and providing us with your information you acknowledge and agree that we may contact you by post, telephone, SMS, Email or other digital forms relevant and available at the time.

Should you no longer wish to be contacted, or wish to view or remove the data we hold on you, you can do this by contacting the data officer at suffolkdoorsandwindows@gmail.com

We retain personal information given to us with regards to an enquiry for a period not exceeding 12 months. We retain personal information for a period not exceeding 3 years for estimates, to facilitate easy recall of your quotations for you on request. You can contact us at any time to request removal of this information.

We retain our agreement details for purchases past the expiry of the guarantee period and up to 25 years. Data protection guidance does not set a specific time limit for consent and states that personal data can be held for legitimate reasons. Suffolk Doors and Windows believes that being able to provide our customers with details of their agreement after the guarantee period offers a better service to them. The life of our products often exceeds the guarantee period and customers will repeatedly contact us to request replacements and ask for dimensions etc to be provided. You can contact us at any time to request removal of this information. Please note that if you request removal of your data this will result in any guarantee being void. If we do not have access to your data and the contract details, we will not have the information to facilitate the warranty.

We will use your information to fulfil our obligations under our agreement with you, including sharing your information with third parties to provide essential services and documentation in relation to the contract. Categories of those third parties being: Tradesmen (Builder, plumber, electrician, etc), Manufactures and their service departments, Building Regulations Inspectors, Insurance Back Guarantee Providers (IBG) and FENSA.

Disclosure

The information you provide to us will be held by us and will only be accessed by Suffolk Doors and Windows for the purposes set out in this policy and for any other purposes you request.

We do not sell any personal data to third parties or pass on to anyone not required to as part of our customer’s agreement.

We may also disclose your personal information to third parties to enable us to fulfil our contractual obligations. Categories of those third parties being: Tradesmen (Builder, plumber, electrician, etc), Manufactures and their service departments.

Also, if we are under a legal duty to disclose or share your personal data in order to comply with the law or in order to apply our terms and conditions of business or any other agreement with you.

We may also need to share your information for the purposes of providing a service you require such as building regulations Inspectors, Insurance Back Guarantee Providers, and the Competent Person Scheme for self-certification under Building Regulations.

Failure to agree to third party sharing (only where the agreement requires it to be shared) the possible consequences are that the work may not be completed, or regulatory certification provided.

Testimonials, Reviews and Project Showcases

By uploading or responding to our review requests, via either our written satisfaction notes, our website, google reviews or other review providers, you consent that we may use both the text and/or images as part of our marketing, through various media. You have the right to ask us not to use/display your reviews by contacting the data officer at suffolkdoorsandwindows@gmail.com

Website Cookies and IP Addresses

Suffolk Doors and Windows Website is a Duda website hosted on Amazon Web Services (AWS). The site has a contact form: Contact Us: The form information is sent to a single admin email to suffolkdoorsandwindows@gmail.com for the purpose of processing the enquiry. Form entries are also stored in a secured and encrypted database that resides on the Duda servers.

A 'cookie' is information that a website stores on your computer so that it can remember something about you at a later time. Cookies are commonly used on the Internet and do not harm your system.

The cookies used on Suffolk Doors and Windows website does not include any information that others could read and understand about you, such as your name or contact details. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You are free to delete these cookies at any time and remove them from your device, and you can set your browser not to allow cookies if you so wish.

Other Websites

We do not have any control over the websites of any other company outside of Suffolk Doors and Windows. If you click on a link on our site that takes you to another website, we cannot be held responsible for your privacy when you are on that website.

Security

We take special care to ensure any information we hold on you is stored securely and kept only to carry out the services you requested. We adhere to security standards. The majority of data is kept in house on password protected computers or paper storage with authorised staff access only.

The security of your personally identifiable information is very important to us. When we collect your personally identifiable information online, we use reasonable efforts to protect it from unauthorised access. However, due to the inherent open nature of the Internet, we cannot guarantee that your personally identifiable information will be completely free from unauthorised access by third parties such as hackers and your use of our service demonstrates your assumption of this risk.

We have put in place reasonable physical, electronic, and managerial procedures to safeguard the information we collect. Only those employees who need access to your information in order to perform their duties are authorised to have access to your personally identifiable information.

Visitors to our Office and Unit

We have security measures in place at our office and Unit, including CCTV. There are signs showing that CCTV is in operation. The images captured are securely stored and only accessed on a need to know basis (e.g. to look into an incident). CCTV recordings are typically automatically overwritten after a short period of time unless an issue is identified that requires investigation (such as a theft).

Your Rights

You can review the data we hold on you, ask us to make changes to it, to ensure it is accurate and up to date, and request removal from our systems of your personal date, within our lawful requirements.

You have the right to a SAR (subject access request), which means we must provide you with all the information we hold for you. If you want to contact us regarding this or have any concerns regarding this privacy policy or feel your privacy had been violated, please contact suffolkdoorsandwindows@gmail.com If you are not satisfied with Suffolk Doors and Windows response, you have the right to contact the Information Commissioner’s Office).

Suffolk Doors and Windows Ltd will report any data breaches to the Information Commissioner’s Office unless they are unlikely to cause harm or distress to the data subject or individual.

Questions

From time to time we reserve the right to change this policy, in particular, to ensure compliance with relevant laws and practices, and it is your responsibility as a user of our services to familiarise yourself with this policy regularly to ensure you are aware of any changes. Use of our services following a change to this policy will signify your acceptance of the revised privacy policy.

If you have any comments, questions or requests regarding our Privacy Policy they are welcomed to be submitted to us and should be addressed to suffolkdoorsandwindows@gmail.com

Data controller and contact information

The data controller is Suffolk Doors and Windows Ltd (registered in England under registration No. 11403888).

If you have any questions about this privacy statement or how and why we process personal data, please contact us.

PRIVACY POLICY – our Website

Use of the Website is also governed by our Privacy Policy, which is incorporated into these terms and conditions by this reference.

This privacy policy applies between you, the User of this Website and Suffolk Doors and Windows, the owner and provider of this Website. Suffolk Doors and Windows takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

Please read this privacy policy carefully.

Definitions and interpretation

In this privacy policy, the following definitions are used:

Data:

Collectively all information that you submit to Suffolk Doors and Windows Ltd via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws.

Data Protection Laws

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).

Suffolk Doors and Windows, or us

Suffolk Doors and Windows Ltd, a company incorporated in England and Wales with registered No. 11403888 whose registered office is at 10 The Swallows Shrubland Estate Coddenham Suffolk IP6 9QQ

User or you

Any third party that accesses the Website and is not either (i) employed by Suffolk Doors and Windows Ltd and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Suffolk Doors and Windows Ltd and accessing the Website in connection with the provision of such services.

Website

The Suffolk Doors and Windows Website is found at www.suffolkdoorsandwindows.co.uk

In this privacy policy, unless the context requires a different interpretation:

a. the singular includes the plural and vice versa.

b. references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;

c. a reference to a person includes firms, companies, government entities, trusts and partnerships.

d. "including" is understood to mean "including without limitation”.

e. reference to any statutory provision includes any modification or amendment of it

f. the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

This privacy policy applies only to the actions of Suffolk Doors and Windows Ltd. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, Suffolk Doors and Windows Ltd is the "data controller". This means that Suffolk Doors and Windows Ltd determines the purposes for which, and the way, your Data is processed.

Data collected

We may collect the following Data, which includes personal Data, from you:

a. name.

b. contact Information such as email addresses and telephone numbers.

c. in each case, in accordance with this privacy policy.

How we collect Data

We collect Data in the following ways:

a. data is given to us by you; and

b. data is collected automatically.

Data that is given to us by you

Suffolk Doors and Windows Ltd will collect your Data in a number of ways, for example:

When you contact us through the Website, by telephone, post, e-mail or through any other means.

In the case of the website, in accordance with this privacy policy, Data will be collected automatically.

To the extent that you access the Website, we will collect your Data automatically, for example:

a. we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.

Our use of Data

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our website. Specifically, Data may be used by us for the following reasons:

a. internal record keeping.

b. improvement of our products / services.

in each case, in accordance with this privacy policy.

We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed "Your rights" below).

Who we share Data with

We may share your Data with the following groups of people for the following reasons:

a. Our installers and/or professional advisors - to obtain advice from professional advisers:

b. Third party service providers who provide services to us which require the processing of personal data: i.e. Suppliers.

c. Relevant authorities - to facilitate the detection of crime or the collection of taxes or duties:

In each case, in accordance with this privacy policy.

Keeping Data secure

We will use technical and organisational measures to safeguard your Data, for example:

a. access to our account system is controlled by a password and a user name that is unique to us.

b. we store your Data on a secure server.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this e-mail address: suffolkdoorsandwindows@gmail.com

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

You have the following rights in relation to your Data:

a. Right to access - the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is "manifestly unfounded or excessive." Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.

b. Right to correct - the right to have your Data rectified if it is inaccurate or incomplete.

c. Right to erase - the right to request that we delete or remove your Data from our systems.

d. Right to restrict our use of your Data - the right to "block" us from using your Data or limit the way in which we can use it.

e. Right to data portability - the right to request that we move, copy or transfer your Data.

f. Right to object - the right to object to our use of your Data including where we use it for our legitimate interests.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address: suffolkdoorsandwindows@gmail.com

If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO). The ICO's contact details can be found on their website at https://ico.org.uk/.

It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Links to other websites

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

Suffolk Doors and Windows Ltd may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Suffolk Doors and Windows Ltd. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

We may also disclose Data to a prospective purchaser of our business or any part of it.

In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Changes to this privacy policy

Suffolk Doors and Windows Ltd reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website, and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact Suffolk Doors and Windows Ltd by email at suffolkdoorsandwindows@gmail.com

Registered office address

Suffolk Doors and Windows,

10 The Swallows Shrubland Park,

Coddenham,

Ipswich,

England,

IP6 9QQ

Last modified: 09.12.2023