Privacy & Cookies

Who is responsible for your information?

Spencer Rayner operates this independent window and door enquiry service and is the controller of the personal information collected through it. This notice applies to windows.spencer-rayner.co.uk and enquiries submitted through its embedded form.

For privacy questions, to withdraw permission or to exercise your rights, use Spencer Rayner’s contact form. Please mention “Suffolk window enquiry — privacy” and provide enough information to identify your enquiry. Do not send identity documents unless they are requested securely.

What information do we collect?

Depending on the fields you complete and what you tell us, your enquiry may include:

• Your name, email address, telephone number and postcode.
• Your property address or location and whether you are a homeowner or landlord.
• The windows or doors you are interested in, approximate quantities, preferred timeframe and other project details you supply.
• Your contact preferences, any permissions you give and records of follow-up conversations.

Website and form providers may also receive technical information such as your IP address, browser, device information and access logs when delivering and protecting their services.

You choose whether to submit an enquiry. Some contact and project details are needed to respond or arrange a relevant referral; without them we may be unable to help. Please avoid supplying sensitive personal information, financial documents or information about other people that is unnecessary for your quotation.

How we use your enquiry

We use your information to understand your project, check installer coverage, respond to your request and manage follow-up conversations. We may contact you by telephone or email about the quotation you requested, taking account of your stated preferences.

Where applicable, this is based on taking steps at your request before entering into an agreement. Otherwise, we rely on our legitimate interests in responding to genuine enquiries and operating the enquiry service. Maintaining necessary security and service records also supports those legitimate interests. Information may be retained or disclosed to meet legal obligations where required.

Sharing details with an installer

Before passing your enquiry to an installation provider, we will identify the provider and ask for your permission. With your agreement, we may share your name, contact details, property location and relevant project requirements so that the provider can discuss your project, arrange any necessary survey and prepare a quotation.

We rely on your consent for this referral. You may withdraw it before sharing by contacting us. Withdrawal does not affect any sharing that was lawful before you withdrew consent.

The installation provider acts as a separate controller for the information it receives and should provide its own privacy information. For information already shared, you can also contact the provider about your rights and contact preferences.

Enquiries and optional marketing

Submitting an enquiry does not by itself subscribe you to unrelated promotional emails or texts. Any optional marketing permission will be requested separately. If you give that permission, you can withdraw it using the unsubscribe option in a message or by contacting Spencer Rayner.

Replies and follow-up about the quotation you requested are part of handling that enquiry.

Storage and service providers

The enquiry form is provided through Tekmatix. Information submitted through it is processed using the form and enquiry-management services. Hosting, security and communications providers may also process relevant information to operate the website and handle enquiries.

Access should be limited to those who need it to manage the service, answer your enquiry or provide the referral you agreed to. Relevant information may also be shared with professional advisers or public authorities where necessary to meet legal obligations or handle a dispute.

Some service providers may process information outside the UK. You can contact Spencer Rayner for information about the providers involved, processing locations and any applicable safeguards.

How long we keep information

Enquiry information is kept for as long as reasonably necessary to respond, manage an agreed referral and deal with relevant follow-up, complaints or record-keeping obligations. The appropriate period depends on whether the enquiry remains active, whether it resulted in a referral, and any legal or dispute-related need to retain a record.

Information should be reviewed and deleted or anonymised when it is no longer needed. A limited record of a withdrawn marketing permission or an objection may be retained to help honour that preference.

Cookies and website technologies

This website is hosted through Tekmatix and includes its embedded enquiry form. The website, form and security providers may use cookies, local storage or similar technologies to deliver the page, remember relevant choices and protect the service.

The page also loads a Cloudflare website-measurement script. The information it processes depends on the provider’s configuration; see Cloudflare’s privacy policy for its privacy information.

You can manage stored cookies through your browser settings. Blocking some technologies may affect how the form works. If optional advertising or additional analytics technologies are introduced, the notice and relevant consent controls will need to reflect that change before they are enabled.

Your other privacy rights

Depending on the circumstances, you may request access to your information, correction of inaccurate details, erasure, restriction of processing or a portable copy of information you supplied. These rights have conditions and exceptions. Where we rely on consent, you can withdraw it at any time without affecting processing that was lawful beforehand.

Use Spencer Rayner’s contact form to make a request. We may need to confirm your identity before responding. This enquiry service does not make decisions with legal or similarly significant effects about you solely by automated processing.

If you are unhappy with how your information is handled, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or telephone 0303 123 1113.

Updates to this notice

This notice may be updated as the enquiry service changes. The date above identifies the latest version. If your information is to be used for a new purpose, relevant privacy information will be provided before that new use begins.

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