Privacy information

• DOLLY’S WINDOWS LTD is responsible for the information collected through this website. Company number 16470474; registered office 39 High Street, Orpington, England, BR6 0JE; VAT number 527 0780 88. Contact enquiries@dollyswindows.co.uk about your information.
• Product drafts are kept on your device. Pressing Continue after Customer Details also stores a secure enquiry record for authorised Dolly’s staff. Updates remain linked to that enquiry. Anyone sharing your browser profile may see local drafts.
• The information you provide can include your name, email address, telephone number, project or delivery address, business details, product choices, measurements, messages and marketing preferences. Our staff also record quotation status, agreed follow-up dates and relevant correspondence. Please do not provide sensitive personal information or other people’s details without authority.
• We use your contact and project information to answer your request, prepare and check quotations, and take steps you ask us to take before a possible contract. For these activities our lawful basis is steps at your request before entering a contract, or performance of a contract where applicable. General enquiries, business-contact communications, proportionate quotation follow-up and secure record keeping use our legitimate interests in providing a helpful supply service, managing enquiries and protecting the service from misuse. We retain information required by applicable accounting or other laws to meet legal obligations.
• You choose whether to enquire. The fields marked as required are needed to respond and prepare your request; without them we may be unable to prepare a usable quotation. This website does not take payment or make a binding order. Our team checks your specification; no decision with a legal or similarly significant effect is made solely by an automated process.
• Submitted enquiries are securely recorded. New file uploads and staff access to previously submitted customer files are temporarily paused while scanning protection is arranged; existing files have not been deleted. Microsoft 365 sends enquiry notifications and customer confirmations. Saving a record is not proof that an email was sent: the submission screen reports any sending problem.
• Authorised Dolly’s staff use private customer and CRM records. The website is hosted through OpenAI Sites, using Cloudflare infrastructure and server-side object storage; Microsoft 365 provides email. These service providers process information needed to operate the service. Suppliers, delivery providers and professional advisers receive relevant information only where needed to prepare or fulfil your request, administer the business or meet a legal requirement. We do not sell your personal information.
• Our hosting and email providers operate international services and information may be processed outside the UK. The arrangements approved for these services use applicable adequacy arrangements or contractual transfer safeguards. Contact enquiries@dollyswindows.co.uk for details of the providers, relevant transfer arrangements and how to obtain a copy of the applicable safeguards; we do not promise that all information stays in the UK.
• Abandoned drafts and unconverted quotations move to the private Superseded area after three calendar months without customer or staff activity. After a further three months, staff review whether full quotation details are still necessary and delete or anonymise unnecessary details through an approved process. Only a brief original-request summary may be kept for justified follow-up, for up to 12 months from the last contact, when it must be reviewed again. Agreed orders, ongoing customer relationships, legal obligations and disputes are handled separately, with the reason for any longer retention recorded. Archiving is not deletion; no automatic deletion or summary reduction is running.
• Email product news, ideas and offers are optional. If you tick the separate email-updates box, we record the wording, date, email address and source of that permission. Leaving it unticked does not affect your quotation. You can withdraw marketing permission by contacting enquiries@dollyswindows.co.uk. A quotation request does not automatically enrol you in marketing; mailing-list setup and unsubscribe controls must be checked before any campaign is sent.
• Other contact, brochure and trade enquiries are reviewed using the same three-month inactive and three-month Superseded schedule unless there is an ongoing customer or business relationship. Order, financial, legal and dispute records are retained separately for the applicable obligation or claim period, with the reason recorded. Marketing permission is kept while it remains valid and necessary; after withdrawal we keep only the minimum permission and suppression evidence needed to respect your choice and demonstrate compliance. Privacy-request records are kept only for handling the request and any relevant compliance or dispute requirement. These records are reviewed rather than kept indefinitely.
• You can ask for access to your information, correction, deletion, restriction of use or, where applicable, a portable copy. These rights depend on the circumstances and may be limited by legal duties. Email enquiries@dollyswindows.co.uk or write to our registered office, marking the request “Privacy”. John Smedley is responsible for ensuring the request is handled. We may need to verify your identity and will explain any applicable exception or extension.
• YOUR RIGHT TO OBJECT: you can object to use based on legitimate interests, including quotation follow-up, and can object to direct marketing at any time. You can also withdraw marketing consent at any time without affecting the lawfulness of earlier use. Email enquiries@dollyswindows.co.uk; withdrawing optional marketing does not prevent service messages about a request you have made.
• If you are unhappy with our handling of your information, please contact us. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or telephone 0303 123 1113.

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