PRIVACY POLICY

Window Designs has always taken your data protection seriously. We have only ever taken the basic contact information to fulfil requirements and have never passed them on to a third party. This page is dedicated to explaining everything that you would like to know whether it's how we collect the information to your rights in relation to the information.

You can find all the information you need about how we collect and manage data on this page. It has been separated into 3 categories, website, customers & prospects, for ease of reference. If you have any further queries please contact our Data Controller, Annique Tate on 01323 639052 or email annique@windowdesigns.co.uk

WEBSITE

At Window Designs Ltd we aim to be open about the way our site works to collect user data, we are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information.

Window Designs Ltd uses cookies. By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

1. What information do we collect?

We may collect, store and use the following kinds of personal information:

(a) Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation)

(b) Information that you provide to us for the purpose of an enquiry or quotation and for the purpose of subscribing to our newsletters (including name, Company, job title and email);

(c) Any other information that you choose to send to us.

2. Cookies

A cookie consists of a piece of text sent by our web server to your web browser, which is then stored by your browser. The information is then sent back to our web server each time your browser requests a page from the server. This enables the web server to identify and track the web browser.

We use both “session” cookies and “persistent” cookies on the Window Designs Ltd website.  We will use the session cookies to: keep track of you whilst you navigate the website.   We will use the persistent cookies to: enable our website to recognise you when you visit our site.

Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted by you, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of this website.  Google Analytics generates anonymous statistical and other information about website use by means of cookies, which are stored on users’ computers.  The information generated relating to our website is used to create reports about the use of the website. Google will store this information.  Google’s privacy policy is available at: http://www.google.com/privacypolicy.html

Please note that specific personal identification, e.g. name and age, are not stored in cookies.

3. Using your personal information

Personal information submitted to us via this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.

We may use your personal information to:

(a) Administer the website;

(b) Improve your browsing experience by personalising the website;

(c) Enable your use of the services available on the website;

(d) Send to you our newsletter and other marketing communications relating to our business which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);

(e) Deal with enquiries and complaints made by or about you relating to the website.

Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.

We will not provide your personal information to any third parties for the purpose of direct marketing.

4. Disclosures

We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy policy.

In addition, we may disclose your personal information:

(a) To the extent that we are required to do so by law;

(b) In connection with any legal proceedings or prospective legal proceedings;

(c) In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

(d) To the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and

(e) To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Except as provided in this privacy policy, we will not provide your information to third parties.

5. Security of your personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure (password and firewall protected) servers.

Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

6. Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website.  You should check this page occasionally to ensure you are happy with any changes.

We may also notify you of changes to our privacy policy by email.

7. Your rights

You may instruct us to provide you with any personal information we hold about you.  Provision of such information will be subject to:

(a) The payment of a fee (currently fixed at £10.00); and

(b) The supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

We may withhold such personal information to the extent permitted by law.

You may instruct us not to process your personal information for marketing purposes, by sending an email to us.  In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal information for marketing purposes.

8. Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

9. Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.

10. Contact

If you have any questions about this privacy policy or our treatment of your personal information, please write to us by email to sales@windowdesigns.co.uk or by post to Window Designs Ltd, Fort Road, Eastbourne, East Sussex, BN22 7SE.

11. Data controller

The data controller responsible in respect of the information collected on this website is Window Designs Ltd.

CUSTOMERS

Window Designs Ltd holds information about customers to enable us to conduct business. As part of this, we may hold a minimal amount of personal data which may include your name, job title, email address and telephone number.
Window Designs Ltd is committed to ensuring that your privacy is protected in accordance with the law. We take privacy and your rights as an individual seriously.

1. The Data Controller
Window Designs Ltd is the data controller. Window Designs Ltd is based at Fort Road, Eastbourne, East Sussex, BN27 4SX and is contactable via telephone (01323 639052) or via email at (annique@windowdesigns.co.uk). Annique Tate has been given responsibility to ensure your rights as an individual are respected and clear. If you have any queries, please do not hesitate to contact us.

2. How we collect your Personal Data
At the initial point of contact we will collect the necessary information to enable us to fulfil our contractual obligation to you, whether it is for a quotation or order.

3. Type of Personal Data
We only hold the minimal amount of personal data which can be considered low risk in accordance with a Data Protection Impact Assessment (DPIA) and a Contract Assessment (CA) we have carried out.
The personal data we hold may include your name, job title, email address and telephone number. If your business operates from home, we may hold your postal address, too. This data is to enable us to fulfil quotations and our contractual obligations.

4. The legal basis for processing personal data
Contract is the legal basis we rely on to process your personal data while you are an active customer and if you cease to become an active customer.

5. Appropriate safeguards to ensure personal data is kept secure
The protection of your data is important to Window Designs Ltd. Data is stored in a secure environment within our accounting software and within a CRM environment with strictly controlled access via a web browser with SSL (Secure Socket Layer) protection and encrypted passwords, with daily encrypted back-ups. The servers that hold data are maintained and patched regularly against threats.

Data can be exported from our database as a CSV file, typically to enable the information to be used to contact customers by post or by email.

6. Sharing of personal data
Your data is only disclosed to employees of Window Designs Ltd and not passed on to third parties.

We may also need to disclose information to authorities or professionals for legal reasons or in the case of a dispute.

7. Profiling of personal data
Window Designs Ltd does not use your information for data profiling or automated decision making.

8. How long do we hold personal data?
We retain personal data for as long as a customer is active and for 2 years afterwards, unless you ask us to retain your information.

9. Your rights as an individual
It is important that you understand what your rights are as an individual.

Right to Erasure
You may request that Window Designs Ltd erases your personal data and we will do so within 5 working days. To avoid the possibility of re-adding your personal data again in the future, we will retain your name and email address (if available). You may request that we add your personal data back on to the database at any time.

Right to request rectification
If you determine that the personal data we hold about you is incorrect you have the right to request rectification. We will immediately consider the request and rectify any errors found. If we do have reasons to believe that an error has not occurred, we will keep the information as previous. You will be informed of the outcome by telephone, email or post.

Subject Access Request
At any point, you have the right to submit a Subject Access Request. Within a month, we will respond to the request made. We will not charge a fee for any of the requests above unless the request is ‘manifestly unfounded or excessive’. We also reserve the right to withhold personal data if disclosing it would ‘adversely affect the rights and freedoms of others’.

10. Links from this website
If you click on a link which takes you away from this website the new website will be subject to the privacy policy of that website and not this one.

11. Registering a complaint
If at any point you feel we are being unfair or dismissing your rights as an individual please contact us and let us know. If you are still not satisfied, you can make a complaint to a supervisory authority, in this case, being the ICO. To make a complaint please visit the ICO website here; https://ico.org.uk/

11. Contacting Window Designs Ltd
If you have any queries regarding how your date is held, processed or shared including activating your right to erasure please contact Annique Tate, Window Designs Ltd, Fort Road, Eastbourne, East Sussex, BN22 7SE or telephone 01323 639052 or via email at annique@windowdesigns.co.uk.

12. Updating our Privacy Policy
Our Privacy Policy is reviewed every 12 months or sooner if required to keep up to date with any changes in data collection and any technological changes. This document was last updated on the 17th May 2019.

PROSPECTS

Window Designs Ltd holds information about businesses that may be interested in our products and services. As part of this, we may hold a minimal amount of personal data which may include your name, job title, business email address and business telephone number.

Window Designs Ltd is committed to ensuring that your privacy is protected in accordance with the law. We take privacy and your rights as an individual seriously.

1. The Data Controller
There are joint Data Controllers to ensure that your rights are adhered to in all instances.
Window Designs Ltd is based at Fort Road, Eastbourne, East Sussex, BN22 7SE and is contactable via telephone (01323 639052) or via email at (annique@windowdesigns.co.uk). Annique Tate has been given responsibility to ensure your rights as an individual are respected and clear.

Insight Data Ltd is also a data controller. Insight Data Ltd is based at 502 Worle Park Way, Weston-Super-Mare, BS22 6WA and is contactable via telephone (01934 808 293) or via email at (hello@insightdata.co.uk). Alex Tremlett has been given responsibility to ensure your rights as an individual are respected and clear. If you have any queries, please do not hesitate to contact us.

2. How we collect your Personal Data
We collect your personal data when you contact us for information or a quotation via our website enquiry form, email or telephone to enable us to fulfil your request. Unless you consent we will not store this information for ongoing use.

3. Sourcing of Personal Data
We subscribe to and utilise the data that Insight Data holds on their database which they have collected in line with latest regulations. They have their own privacy policy which can be seen here.
We may also collect personal information by contacting potential customers and requesting the most suitable individual to send marketing communications about our products or services.

Insight Data and ourselves only hold the minimal amount of personal data which can be considered low risk in accordance with a Data Protection Impact Assessment (DPIA) and a Legitimate Interest Assessment (LIA) Insight Data has carried out.

This data is kept up to date in accordance with the data available from Insight Data and our own in house “Do Not Solicit” list. We do keep a small amount of data (Company, Name, Email) to enable us to ensure that one you have removed you do not receive any further communication from Window Designs Ltd

4. Type of Personal Data
The personal data we hold may include your name, job title, business email address and business telephone number.

5. The legal basis for processing personal data
Legitimate interest is the legal basis we rely on to process your personal data as we may need to provide information you have requested or contact you about our products or services that would be relevant to you in your professional capacity.

6. Purpose
We use the information to share news and updates about our products and services along with sharing news and information that is relevant to the window industry. This can be via email or post, we never contact you via the telephone.

7. How long do we hold personal data?
Prior to each communication Window Designs cleanses the data against the data held by Insight Data and our own ‘Do Not Solicit’ data to ensure that those who have not consented are removed. Any details that have been removed by Insight Data are removed by Window Designs Ltd and added to their ‘Do Not Solicit’ list.

Insight Data typically contacts list members by telephone or email every 6 months to confirm with you or a colleague that the personal data they hold is accurate. If they cannot confirm this with you or a colleague, their researchers are trained to make an informed decision by using third-party methods such as online research.

If after 12 months they have been unable to confirm your personal data is accurate, your personal data will be removed from their database.

8. Sharing of personal data
Your data is only disclosed to employees of Window Designs Ltd and to outsourced suppliers such as a mailing fulfilment company.

We may also need to disclose information to authorities or professionals for legal reasons or in the case of a dispute.

9. Profiling of personal data
Window Designs does not use your information for data profiling or automated decision making.

10. Safeguarding personal data
Personal data is stored on a secure security protected network in its own password protected program. It is of upmost importance to Window Designs that it is secure at all times. The networks that hold data are maintained and patched regularly against threats.

11. Your rights as an individual
It is important that you understand your rights as an individual;

Right to Erasure.
You may request that Window Designs erases your personal data and we will do so within 24 working hours. To avoid the possibility of re-adding your personal data again in the future, we will retain your company name and email address (if available). You may request that we add your personal data back on to the database at any time.

Right to request rectification
If you determine that the personal data we hold about you is incorrect you have the right to request rectification. We will immediately consider the request and rectify any errors found. If we do have reasons to believe that an error has not occurred, we will keep the information as previous. You will be informed on the outcome by telephone, email or post.

Subject Access Request
At any point, you have the right to submit a Subject Access Request. Within a month period we will respond to the request made.
We will not charge a fee for any of the requests above unless the request is ‘manifestly unfounded or excessive’. We also reserve the right to withhold personal data if disclosing it would ‘adversely affect the rights and freedoms of others’.

12. Links from this website
If you click on a link which takes you away from this website the new website will be subject to the privacy policy of that website and not this one.

13. Registering a complaint
If at any point you feel we are being unfair or dismissing your rights as an individual please contact us and let us know. If you are still not satisfied, you can make a complaint to a supervisory authority, in this case, being the ICO. To make a complaint please visit the ICO website here; https://ico.org.uk/

14. Contacting Us
If you have any queries regarding how your data is held, processed or shared including activating your right to erasure please contact Annique Tate, Window Designs, Fort Road, Eastbourne, East Sussex, BN22 7SE or via telephone (01323 639052) or via email at (annique@windowdesigns.co.uk).

15. Updating our Privacy Policy
Our Privacy Policy is reviewed every 12 months or sooner if required to keep up to date with any changes in data collection and any technological changes. This document was last updated on the 24th March 2019.