Privacy & Cookie Policy

Who we are

Holtye Windows Ltd, 2 Station Road, East Grinstead, West Sussex RH19 1DJ, is the data controller for the information described in this policy. VAT number 156300731.

If you have a question about your data, or you want to make a request under the paragraphs below, the quickest route is to email customerservices@holtyewindows.co.uk or call 01342 410079. Mark it for the attention of the office manager.

This policy covers this website and the enquiries and work that come through it. It also applies to enquiries made in the showroom or over the phone.

What we collect

We only ask for what we need. In practice that is:

• When you send an enquiry or request a quote — your name, phone number, email address, the postcode or address of the property, and whatever you tell us about the work you want doing.
• When we survey and quote — measurements, photographs of the relevant parts of the property, and notes about access, so the right products and the right team turn up.
• When you become a customer — the above plus order details, payment records and correspondence, and any guarantee or aftercare history.
• When you visit this website — our hosting provider records standard server log information, including your IP address, browser and the pages you requested. This is created automatically by the web server and is used for security and fault finding.

We don’t ask for special category data (health, beliefs and so on), and we’d ask you not to include any in a web form. We don’t knowingly collect information about children.

Why we use it, and our lawful basis

We don’t send marketing emails or newsletters, and we don’t add enquirers to a mailing list. If we ever start, it will be something you opt into, and every message will carry an unsubscribe link.

Who we share it with

We don’t sell or rent your information, and we don’t pass it to third parties for their own marketing. We do share it where it’s needed to do the job:

• Our suppliers and manufacturers, where an order has to be made to your measurements — they receive the order details, not your whole file.
• Certass, our competent person scheme, to register installations and issue your building-regulations compliance certificate.
• Building control, where the work is notifiable.
• Our hosting and email providers, who process website enquiries and mail on our behalf under contract.
• Our accountant and, where relevant, HMRC, for the financial records.
• Finance providers, only if you apply for finance through us, and only with the details you give for that application.

Where a provider processes data outside the UK, we rely on the UK Government’s adequacy regulations or the International Data Transfer Agreement, as appropriate.

Cookies and third-party content

This website is deliberately light. There is no advertising, no tracking pixel and no analytics suite. What it does use is:

You can turn the review widget and the map off from the small Preferences button in the corner of every page, or with the button below. Turning them off doesn’t break anything else on the site — the map is replaced with a link to Google Maps, and the reviews with links to Google and Checkatrade.

Change your cookie choice

Those third parties are controllers in their own right for what they collect. Their notices are worth a read: Google Privacy Policy. You can also block or delete cookies in your browser settings, and aboutcookies.org.uk explains how for each browser.

How long we keep it

• Enquiries that don’t turn into work — up to two years, because people often come back to a quote a season or two later. Ask us and we’ll delete it sooner.
• Customer records — for the life of the guarantee and six years after, so we can honour it and deal with any claim.
• Accounting records — six years after the end of the relevant financial year, as HMRC requires.
• Server logs — a short rolling window held by our host.

How we keep it safe

This site is served over HTTPS, and anything you send through a form is encrypted in transit. Enquiries arrive as email to our own mailbox rather than being stored in a database on the website. Access to customer records is limited to the people who need it, and our systems are password protected.

No system is perfect. If something did go wrong and your rights were at risk, we would tell you and the Information Commissioner’s Office as the law requires.

Your rights

Under UK GDPR you can ask us to:

• tell you what we hold about you, and give you a copy
• correct anything that’s wrong
• delete it, where we don’t have a legal reason to keep it
• restrict or stop a particular use of it
• send a copy to you or another provider in a portable format
• stop relying on legitimate interests, by objecting to that use
• withdraw consent, where consent is what we relied on

Email customerservices@holtyewindows.co.uk or write to us at 2 Station Road, East Grinstead, West Sussex RH19 1DJ. It’s free, we may ask you to confirm who you are, and we’ll reply within one month.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first — most things are a misunderstanding we can put right the same day. Call 01342 410079.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator, at ico.org.uk or on 0303 123 1113.

Changes to this policy

We’ll update this page when what we do changes, and the date at the top will tell you when it last happened. If the change is a significant one, we’ll say so on the page rather than leaving you to spot it.