Cotswold Conservatories ("we", "us", "our") supplies and installs conservatories, orangeries, replacement roofs, uPVC and aluminium windows and doors, and single-storey extensions across Cheltenham, Gloucestershire, the Cotswolds and the surrounding areas.
This privacy policy explains what personal information we collect when you use this website, request a quote, visit our showroom or become a customer, how we use it, and the rights you have over it. We are the data controller for that information and we handle it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Information we collect
We only collect what we need to answer your enquiry and carry out work for you. Depending on how you interact with us, this may include:
- Contact details — your name, email address, telephone number and postal address.
- Property and project details — the address where work is to be carried out, measurements, existing installations, photographs of your property, plans and drawings.
- Enquiry and quotation information — the products and services you are interested in, your budget, timescales and any notes from a home visit or showroom appointment.
- Order and installation records — quotations, contracts, survey notes, delivery and installation dates, guarantees, FENSA certificates and aftercare or warranty correspondence.
- Payment information — amounts, dates and payment references. If finance is arranged, the provider collects your finance application details directly; we do not store full card details.
- Communications — emails, web form submissions, text messages, and notes of telephone calls.
- Website and technical data — IP address, browser and device type, pages viewed, referring website and cookie identifiers (see section 6).
- Reviews and feedback — anything you choose to send us or post about our work.
We do not intentionally collect special category data (such as health information) and we ask that you do not send it to us unless it is relevant to access arrangements at your property.
2. How we collect it
- Directly from you — via our website contact and quote forms, by email, by telephone, in our showroom, or during a home visit.
- Automatically — through cookies and analytics when you browse this website.
- From third parties — for example enquiries passed to us via Google Business Profile, Checkatrade-style directories, review platforms, recommendation from an existing customer, or a builder or architect acting for you.
3. Why we use your information, and our lawful basis
| What we use it for | Lawful basis under UK GDPR |
|---|---|
| Responding to your enquiry and preparing a quotation | Legitimate interests / steps prior to entering a contract |
| Arranging surveys, home visits and showroom appointments | Contract or steps prior to a contract |
| Supplying and installing your products, and providing aftercare, guarantees and FENSA registration | Contract |
| Invoicing, taking payment and keeping accounting records | Contract and legal obligation |
| Meeting building regulations, FENSA and other regulatory requirements | Legal obligation |
| Handling complaints, warranty claims and insurance matters | Legitimate interests and legal obligation |
| Sending occasional marketing emails or offers | Consent, or legitimate interests where you are an existing customer (you can opt out at any time) |
| Requesting a review of our work | Legitimate interests |
| Improving our website and understanding how it is used | Consent (analytics cookies) |
| Protecting our website and preventing fraud | Legitimate interests |
4. Marketing
We will only send you marketing by email or text where you have agreed to it, or where you are an existing customer and the message relates to similar products and services. Every marketing message includes an unsubscribe link, and you can opt out at any time by emailing hello@cotswoldconservatories.co.uk. Opting out of marketing does not stop essential messages about an order or installation you have with us.
5. Who we share your information with
We do not sell, rent or trade your personal information. We share it only where necessary, with:
- Manufacturers and suppliers — to order and deliver your windows, doors, roofs or frames.
- Installers, surveyors and subcontractors working on your project.
- FENSA and, where relevant, local authority building control, to register your installation and issue your certificate.
- Finance providers, if you choose to pay using a finance arrangement.
- Service providers acting on our behalf — website hosting, email, CRM and quotation software, cloud storage, accountants, and review or analytics platforms. These providers act only on our instructions under a written agreement.
- Professional advisers, insurers and, where required, law enforcement or regulators, or where we are legally obliged to disclose information.
Some of our providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement / Addendum.
6. Cookies and analytics
A cookie is a small text file placed on your device when you visit a website. We use:
- Strictly necessary cookies — required for the website and its forms to work. These cannot be switched off.
- Analytics cookies — such as Google Analytics, which help us understand how many people visit, which pages are popular and where visitors come from, so we can improve the site. This data is aggregated and used for statistical purposes.
- Functional and marketing cookies — where used, for example to measure the performance of advertising or to enable embedded maps and videos.
Non-essential cookies are only set with your consent, which you give through the cookie banner when you first visit. You can change or withdraw your choice at any time using the cookie settings on this website, or by clearing and blocking cookies in your browser. Blocking cookies may stop parts of the site working properly. Guidance on managing cookies is available at aboutcookies.org.
7. How long we keep it
- Enquiries that do not lead to an order — up to 2 years, so we can pick up the conversation if you come back to us.
- Customer, installation and guarantee records — for the life of the guarantee plus 6 years, so we can honour warranty and aftercare obligations and defend any claim.
- Accounting and tax records — 6 years after the end of the relevant financial year, as required by HMRC.
- Marketing consents and opt-outs — for as long as we send marketing, and a record of your opt-out kept indefinitely so we do not contact you again.
- Website analytics data — typically up to 14 months.
When information is no longer needed, we securely delete or destroy it.
8. Keeping your information secure
We use appropriate technical and organisational measures to protect your information, including password-protected and access-controlled systems, encrypted connections on this website, reputable UK and EU hosting and software providers, secure storage of paper records, and limiting access to staff who need it. No transmission over the internet can be guaranteed as completely secure, but we take all reasonable steps to protect your data and will notify you and the Information Commissioner's Office where we are required to do so following a personal data breach.
9. Your rights
Under UK data protection law you have the right to:
- be informed about how we use your personal data;
- request a copy of the personal data we hold about you (a subject access request);
- have inaccurate or incomplete data corrected;
- ask us to erase your data where there is no ongoing reason for us to keep it;
- ask us to restrict how we use your data;
- object to processing based on our legitimate interests, and to object to direct marketing at any time;
- request that your data be transferred to you or another provider (data portability);
- withdraw consent at any time where we rely on consent.
To exercise any of these rights, email hello@cotswoldconservatories.co.uk or write to us at 18 Surrey Avenue, Cheltenham GL51 8DG. There is normally no charge, and we will respond within one month. We may ask you to confirm your identity first.
10. Links to other websites
Our website may link to other websites, including manufacturers, review platforms and social media. Once you leave our site we have no control over those websites and are not responsible for their content or how they handle your information. Please read the privacy policy of any website you visit.
11. Children
Our services are aimed at homeowners and businesses. We do not knowingly collect personal information about children. If you believe a child has provided us with their details, please contact us and we will delete it.
12. Changes to this policy
We may update this policy from time to time to reflect changes in our practices or the law. The date at the top of this page shows when it was last revised. Please check back occasionally.
13. How to contact us or make a complaint
If you have any questions about this policy or about how we handle your personal information, contact us at:
Cotswold Conservatories
18 Surrey Avenue, Cheltenham, Gloucestershire GL51 8DG
Email: hello@cotswoldconservatories.co.uk
Telephone: 01242 706965
If you are unhappy with how we have handled your information, please tell us so we can put it right. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.