Data Privacy

This policy explains what personal information Shining Windows collects, why, who receives it, how long we keep it and your rights. It applies to customers, business contacts, estate managers, website visitors and anyone who contacts us.

1. Who we are

Shining Windows is the trading name of Matthew Kenneth McDaid, The Firtrees, 6 Wood Lane, Hartwell, Northampton, NN7 2HG. We are the controller of your personal information. Contact: info@shiningwindows.co.uk · 01604 263189.

2. What we collect

• Contact details: name, address, telephone number and email address.

• Property details: the address and details of the work area, access notes (for example gate codes or parking), and information you give us about hazards or pets.

• Booking and payment records: what you booked, when, the price, any travel charge, and payments made. Card payments are processed by our payment providers; we do not see or store your full card details.

• Early Start Requests: whether you made one, and the date and time it was made.

• Job records: arrival and completion times, and before-and-after photographs of the areas we work on.

• Messages: emails, texts, messages and notes of calls about your booking or any complaint.

• Website information: information collected by our website, as explained in our Cookie Policy.

• Customer account and loyalty points: if you create an account.

• Information about your needs: only if you choose to tell us, for example about a disability, so that we can adjust how we work (section 4).

We never ask for bank log-in details, card numbers or identity documents by message. If someone claiming to be us asks for them, it is not us.

3. Why we use it, and our legal basis

4. Health and disability information

If you tell us about a disability or health condition so that we can adjust how we work, we use it only for that purpose, keep it with your booking notes, and delete it when it is no longer needed. Our legal basis is your explicit consent, which you may withdraw at any time.

5. Who we share it with

Only those who help us run the business, and only what they need:

• our website and booking platform (Wix) and payment providers (such as Wix Payments and Stripe);

• our email, accounting and file storage providers;

• a trusted subcontractor carrying out your job;

• our insurers, if there is a claim;

• your card provider, bank or payment processor, if a payment is disputed;

• our legal advisers and the courts, if we need to recover money owed or defend a claim;

• the police, Report Fraud or other authorities, where fraud is suspected or the law requires it.

We never sell your information.

6. AI tools

We use AI tools (Google Gemini and Anthropic Claude) to help us prepare documents, manage administration and prepare quotes. We keep personal details entered into these tools to a minimum and never enter card details. Decisions about your booking, price, complaint or any dispute are always made by us, not by an AI tool.

7. Photographs of your property

• We remove all location data from any photograph we publish, and never publish photographs showing house numbers, vehicle registration plates or people.

• We keep the original photographs, with their date and location data, securely as a record of the work.

• If you do not want photographs of your property used publicly, email info@shiningwindows.co.uk. We will stop using them and remove them from our website and social media.

• Photographs from private-estate services are never used publicly.

8. How long we keep it

• Job records, photographs, Early Start Requests and arrival and completion times: 18 months after your last visit, or longer if needed for an open complaint, dispute or legal claim.

• Financial records: at least 5 years after the 31 January Self Assessment filing deadline for the tax year concerned, as HMRC requires.

• Marketing consent: until you withdraw it.

• Customer account: until you close it, then as above.

9. Security

We use password-protected accounts, secure storage and devices with screen locks. Only we, and people working for us who need it, can access your information.

10. Transfers outside the UK

Some of our providers may store information outside the UK. Where they do, they use the safeguards the law requires.

11. Your rights

You may ask us to:

• give you a copy of your information;

• correct it;

• delete it (unless we must keep it, for example for tax, or to establish or defend a legal claim);

• restrict or stop how we use it, including objecting to the use of photographs of your property;

• give it to you in a format you can take elsewhere;

• stop marketing (withdraw consent) at any time.

Email info@shiningwindows.co.uk. We may ask you to confirm your identity. We reply within one month.

12. Complaints about your information

Please contact us first at info@shiningwindows.co.uk. We acknowledge data protection complaints within 30 days and respond as quickly as we can. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk · 0303 123 1113.

13. Changes

We update this policy when our practices change, and show the version and date at the top. We keep a copy of every version.

Download a copy and test it. You are welcome to download a copy of this document and review it with an AI assistant, a solicitor or anyone you trust. If you have any concerns or questions about anything in it, please let us know at info@shiningwindows.co.uk or on 01604 263189 — we would rather hear from you before you book than after.