This Privacy Policy explains how Academy Windows & Conservatories Ltd ("Academy Windows," "we," "us," "our") collects, uses, stores and protects your personal information when you visit our website (https://www.academywindows.co.uk), make an enquiry, request a quote, or otherwise deal with us.

Academy Windows & Conservatories Ltd is registered in England and Wales, Company No. 3983026 (VAT Registration No. 591909601). Our registered address is:

24 Richfield Avenue, Reading, Berkshire, RG1 8EQ, United Kingdom

We are the data controller for the personal information described in this policy. If you have any questions, you can reach us using the details in Section 15 below.

This policy applies to our website and to all products and services offered by Academy Windows & Conservatories Ltd. It does not cover third-party websites we may link to.

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

Information you give us directly

• Name
• Email address
• Phone number
• Home address / postcode
• Details of your enquiry (e.g. the product you're interested in, your property type, photos you choose to send us)
• Payment and order details, if you go on to place an order
• Any other information you choose to include when contacting us

Information collected automatically

• Non-personal technical information such as browser type, device type, operating system, and how you interact with our site
• Cookie data (see Section 8)

Information collected via telephone

• We may record calls made to or from the numbers displayed on our website, for training, quality and dispute-resolution purposes. This is signposted at the start of any recorded call.

We only collect personal information that you voluntarily provide, or that is generated automatically through your use of the site. You're free to decline to give us certain information, but this may mean we're unable to respond to your enquiry or fulfil an order.

The table below sets out the purposes for which we use your personal data, the type of data involved, and our lawful basis for processing it under UK GDPR, including, where relevant, the legitimate interest we are relying on.

Where we rely on legitimate interests, we've considered that our interest in doing so does not override your right to privacy, and you always retain the right to object (see Section 10).

We strive to give you real choices around how we use your personal data for marketing.

If you make an enquiry with us, request a quote, or provide your contact details through our website, we may use your Identity, Contact and Usage data to follow up with information about our products, services, offers and news that are relevant to what you asked about. This is how we decide what may be of interest to you; we call this marketing.

We rely on our legitimate interests as a business to do this (namely, being able to respond helpfully to people who've shown active interest in our products), rather than on consent. We only market products and services of the same kind as the one you enquired about, and we do not buy in contact lists from third parties.

Screening

Before sending marketing communications, we screen the contact details we hold against the Telephone Preference Service (TPS) and Mail Preference Service (MPS), as well as our own internal do-not-contact list, to help ensure we only contact people who haven't already opted out of this type of contact elsewhere.

Sharing for marketing purposes

We do not share your personal data with third parties for their own marketing purposes. If this were ever to change, we would seek your express opt-in consent first.

Opting out

You are always in control of whether you hear from us:

• Every marketing email we send includes a clear, one-click unsubscribe link.
• You can ask us to stop marketing to you at any time by following the opt-out link on any marketing message, or by contacting us directly during business hours (see Section 15), and we will action this promptly.
• We'll keep a record of your request so it's respected going forward.
• Opting out of marketing will not affect our ability to contact you about an enquiry, quote or order you've already asked us to progress; those are separate, necessary communications, not marketing.

We do not use your information for automated profiling or automated decision-making that produces legal or similarly significant effects on you.

We may record calls made to or received on the telephone numbers displayed on our website. Recordings may be used for staff training, quality assurance, and to help resolve any disputes or queries. This is announced at the start of any call that is recorded.

We do not sell your personal information. We may share it with:

• Installers, surveyors or subcontractors directly involved in fulfilling your order, where relevant
• IT service providers, including our website hosting provider and our customer relationship management (CRM) system provider, who store or process data on our behalf under contracts that require them to protect it
• Worldpay, our payment processor, to securely handle payments when you place an order with us
• Professional advisers (e.g. accountants, insurers, legal advisers) where necessary
• Regulators, law enforcement or other authorities, where we're legally required to

Any third party who processes personal data on our behalf is required to keep it secure and use it only for the purpose we've instructed.

Some of the service providers we use to run our business store data outside the UK. Our CRM system stores data in the United States.

Where we transfer your personal data outside the UK, we make sure it's protected to the same standard as it would be in the UK, using one of the safeguards recognised under UK GDPR, most commonly a Data Processing Agreement incorporating the UK's International Data Transfer Addendum to the EU Standard Contractual Clauses.

Our website uses cookies to help it function properly and to understand how visitors use the site. Some cookies are essential and can't be switched off; others (e.g. analytics or advertising cookies) are only set with your consent, which you can manage via our cookie banner/settings at any time. You can also control cookies through your browser settings, though disabling essential cookies may affect how parts of the site work.

We keep personal information only for as long as necessary for the purposes it was collected:

• Enquiries that don't proceed to an order: typically retained for 24 months so we can follow up and for reasonable record-keeping, after which it is deleted or anonymised.
• Customer and order records: retained for as long as needed to fulfil warranties/guarantees, plus any period required by tax and accounting law (normally 6 years).
• Call recordings: retained for 12 months unless needed longer for an active dispute or complaint.

If you ask us to delete your information sooner, we will do so unless we're required to keep it for a legal reason (see Section 10).

Under UK GDPR, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Request erasure of your information, in certain circumstances
• Restrict how we use your information
• Object to our use of your information, including for marketing; objecting to marketing will always be actioned
• Data portability, where technically feasible
• Withdraw consent, where we rely on consent (e.g. non-essential cookies), at any time

To exercise any of these rights, contact us using the details in Section 15. We'll respond within one month, as required by law.

If you're unhappy with how we've handled your information, you also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)

Website: ico.org.uk

Helpline: 0303 123 1113

We use appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure or loss, including secure storage of data and restricted access to personal information within our business.

Our website and services are intended for adults. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will remove it.

We may update this policy from time to time, for example to reflect changes in the law or in how we operate. We'll update the "Last updated" date at the top of this page when we do. We encourage you to review this page periodically.

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes

If you have any questions about this policy, want to exercise any of your rights, or would like to opt out of marketing at any time, we're more than happy to hear from you:

Academy Windows & Conservatories Ltd

24 Richfield Avenue, Reading, Berkshire, RG1 8EQ, United Kingdom

Phone: 01189 560 123

Email: info@academywindows.co.uk