Privacy Policy

 

R.A.P. Windows & Doors

Last updated: October 2026

 

1. Introduction

R.A.P. Windows & Doors (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation or use our services.

We handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection laws.

2. Who We Are

R.A.P. Windows & Doors provides window and door installation, replacement, glazing and repair services in Southend-on-Sea and surrounding areas.

We are responsible for the personal information we collect and use in connection with our business.

For privacy-related enquiries, please contact us:

R.A.P. Windows & Doors
Southend-on-Sea, Essex
Telephone: 07495 022602
Email: r.a.p.windowsanddoors@gmail.com

3. Information We Collect

We may collect personal information when you contact us, request a quotation, arrange an appointment or use our services.

This information may include:

• Your name

• Email address

• Telephone number

• Property or installation address

• Details of your enquiry or requested work

• Measurements and product specifications

• Quotations, invoices and payment records

• Correspondence relating to your order or installation

• Photographs relevant to our work

• Guarantee and certification information

When you visit our website, certain technical information may also be collected, such as your IP address, browser type, device information and website activity, depending on the technologies used.

We only collect information that is reasonably necessary for our business activities.

4. How We Collect Your Information

We may collect personal information when you:

• Complete a contact or enquiry form on our website

• Contact us by telephone or email

• Request a quotation

• Arrange a survey, installation or repair

• Enter into a contract with us

• Contact us about a guarantee, repair or complaint

We may also receive relevant information from another person acting on your behalf, such as a landlord, property manager or letting agent.

5. How We Use Your Information

We use personal information to:

• Respond to enquiries and quotation requests

• Arrange property surveys and appointments

• Prepare quotations and process orders

• Supply and install windows, doors and glazing products

• Carry out repairs and servicing

• Contact customers about appointments and installations

• Process payments and maintain financial records

• Arrange applicable guarantees and certification

• Respond to complaints and guarantee claims

• Meet our legal and regulatory obligations

• Maintain the security and operation of our website

We do not sell your personal information to third parties.

6. Our Legal Basis for Using Your Information

Under UK data protection law, we must have a lawful reason for collecting and using personal information.

Depending on the circumstances, we rely on the following legal bases:

Contract: To provide quotations at your request, arrange services and fulfil our contractual obligations.

Legal obligation: To comply with applicable laws, including accounting, tax, building regulations and relevant record-keeping requirements.

Legitimate interests: To manage our business, respond to general enquiries, maintain appropriate records, protect our business and improve our services, provided these interests do not override your rights.

Consent: Where required, such as for certain marketing activities, optional website cookies or the use of identifiable customer photographs for promotional purposes.

Where we rely on consent, you can withdraw it at any time.

7. Sharing Your Information

We may share relevant personal information with trusted third parties where necessary to provide our services or meet legal obligations.

These may include:

• Manufacturers and suppliers involved in your order

• Subcontractors assisting with agreed work

• CERTASS and relevant certification providers

• Insurance-backed guarantee providers

• Payment processing and accounting service providers

• Website hosting, email and IT service providers

• Professional advisers and relevant authorities where legally required

We only share information that is reasonably necessary for the relevant purpose.

Where third parties process personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection law.

8. CERTASS and Installation Certification

Where applicable, we may share relevant customer and property information with CERTASS or other authorised providers to register qualifying installations and arrange the appropriate Building Regulations Compliance Certificate.

Information may also be shared with an insurance-backed guarantee provider where required for eligible installations.

This may include your name, installation address, contact details and information about the work completed.

9. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected.

The retention period depends on the type of information, the services provided, applicable guarantee periods and our legal obligations.

For example:

• Enquiry information is retained for as long as reasonably necessary to respond and manage follow-up enquiries.

• Customer contracts, installation records and guarantee documentation may be retained for the relevant guarantee period and any additional period required to deal with legal claims.

• Accounting and financial records are retained for the period required by applicable tax and accounting laws.

• Complaint records are retained for as long as reasonably necessary to resolve the matter and maintain appropriate business records.

When personal information is no longer required, we will securely delete or dispose of it.

10. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure storage, password protection, restricted access and appropriate website security arrangements.

Although we take reasonable precautions, no method of electronic storage or internet transmission can be guaranteed to be completely secure.

11. Website Cookies

Our website may use cookies and similar technologies to support its operation, maintain security and improve the visitor experience.

Cookies are small files stored on your device when you visit a website.

Some cookies are necessary for the website to function correctly. Other cookies, where used, may support analytics or additional website features.

Where consent is legally required, non-essential cookies will only be used after you have provided the appropriate consent.

You can find further information in our separate Cookie Policy.

12. Photographs of Completed Work

We may take photographs of completed installations or repairs for business records, quality checks and guarantee purposes.

We may also wish to use photographs of completed projects on our website, Google Business Profile or social media pages.

Where photographs identify you or your property and consent is required, we will ask for permission before using them for promotional purposes.

You can contact us if you have concerns about a photograph that has been published.

13. Third-Party Websites

Our website may contain links to third-party websites, including social media platforms or external service providers.

We are not responsible for the privacy practices or content of websites operated by other organisations.

We recommend reviewing their privacy policies before providing personal information.

14. International Data Transfers

Some of the technology providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that an appropriate legal transfer mechanism or safeguard is in place, as required by UK data protection law.

You can contact us for further information about relevant safeguards.

15. Your Data Protection Rights

Under UK data protection law, you have certain rights regarding your personal information.

Depending on the circumstances, these may include:

• The right to request access to your personal information

• The right to ask us to correct inaccurate information

• The right to request deletion of your information

• The right to request that we restrict how your information is used

• The right to object to certain uses of your information

• The right to request the transfer of certain information to another organisation

• The right to withdraw consent where we rely on it

These rights are subject to applicable legal conditions and exemptions.

You have the right to object to processing based on our legitimate interests. You also have the right to object to the use of your personal information for direct marketing at any time.

To exercise your rights, please contact us using the details provided in this Privacy Policy.

We will respond in accordance with the time limits required by law.

16. Complaints About Your Information

If you have concerns about how we collect, use or protect your personal information, please contact us first so we can investigate and try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

17. Children’s Privacy

Our website and services are not specifically directed at children.

We do not knowingly collect personal information from children for marketing purposes.

If we become aware that personal information has been collected inappropriately, we will take reasonable steps to address the matter.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, website functionality or legal requirements.

The latest version will be published on our website with the updated date.

19. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

R.A.P. Windows & Doors