Your data
Privacy policy
What personal data we collect when you ask about a skylight or rooflight, why we use it, who sees it, how long we keep it and your rights over it. Last updated: 25 October 2026.
Who we are
Who is responsible for your data
Quayside Skylights Newcastle upon Tyne is the controller of the personal data described here, under the UK GDPR and the Data Protection Act 2018.
Quayside Skylights Newcastle upon Tyne installs and replaces skylights and rooflights across Newcastle upon Tyne and the surrounding area.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the controller of the personal data this policy describes.
How to reach us about your data
Write to info@quaysideskylightsnewcastle.co.uk with any question about this policy or to use any of your rights. Wherever this policy asks you to contact us, use the email address above.
This policy covers our website, enquiries, messages, surveys and jobs, but not other websites we link to.
What we collect
The personal data we collect, and where it comes from
What you give us through the enquiry form or WhatsApp, what we note at a survey, the records of any quote and job, and basic technical data when you use the site.
The enquiry form
When you ask for a quote or a survey, the form asks for your name, phone number, email address, postcode and a description of what you need. The form is provided by a third-party customer relationship management (CRM) service and embedded on our pages, so what you type is submitted to that provider, which holds it for us as our processor.
WhatsApp messages
If you choose to message us on WhatsApp, we receive your phone number, your WhatsApp profile name and whatever you send. WhatsApp is operated by WhatsApp Ireland Limited, which acts as its own controller for data on its platform under its own privacy policy. We are the controller of the copies of your messages we keep and use.
Survey visits
At a free survey we note the property address, who we met, the house type, the roof, the room and the measurements needed to price the work. We may also note what you tell us about roof ownership, a shared building or planning.
Quotes and jobs
If you go ahead, we keep the written quote, the agreed work, invoices and payments, Building Control notification details, and the record of your workmanship guarantee.
Using the website
Our website host processes technical data such as your IP address, browser type and the pages requested, to serve and secure the site. The map on our contact page loads map tiles from OpenStreetMap servers, which means your browser sends your IP address to those tile servers when the map appears.
We do not ask for special category data such as health information; if you share any, we use it only for the reason you gave it.
Why and on what basis
Why we use your data, and the lawful basis for each use
To answer your enquiry and quote, to carry out and guarantee the work, to meet legal duties such as tax records, and for limited legitimate interests such as running a secure website.
Data protection law requires a lawful basis for every use of personal data. The table sets out ours.
Where we rely on legitimate interests, we have weighed them against your rights, and you can object at any time. We do not use your data for automated decision-making or profiling, and we do not send marketing unless you have asked us to.
Without the details needed to survey and quote, such as your address, we cannot provide the service.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Replying to an enquiry and arranging a survey | Form or WhatsApp details, postcode, address | Steps taken at your request before a contract |
| Quoting, carrying out and guaranteeing the work | Survey notes, quote, job and guarantee records | Performance of a contract with you |
| Notifying Building Control where work is notifiable | Name, property address, details of the work | Legal obligation, and performance of the contract |
| Keeping accounts and tax records | Invoices, payments, customer name and address | Legal obligation |
| Running a secure website and its contact map | IP address and technical data | Legitimate interests |
| Handling complaints and defending legal claims | Relevant job records and correspondence | Legitimate interests |
Who sees it
Who we share your data with
Only the service providers that run our systems, the bodies the work legally involves, and our advisers. We never sell your data.
We never sell, rent or trade personal data. We share it only where the work or the law requires it.
Processors acting for us
- Our website hosting provider, which stores and serves the site.
- Our CRM provider, which supplies the enquiry form and stores enquiries.
- Our email provider, which carries and stores our email.
Each acts only on our instructions under a written contract.
Other recipients
- The Building Control body for the job, either the local authority or a registered building control approver, where work is notifiable.
- A manufacturer or supplier, where an address is needed to deliver a product or register its warranty.
- Our accountant, and HMRC, for tax purposes.
- Advisers, a court or a public authority, where a dispute or the law requires it.
WhatsApp and the OpenStreetMap tile servers receive data directly from your device when you use them, under their own terms.
Outside the UK
International transfers
Some providers may store or access data outside the UK. Where they do, we make sure a lawful safeguard is in place.
Some of the service providers we use, or their own suppliers, may process personal data outside the United Kingdom. Where that happens, we make sure the transfer is protected in one of the ways UK data protection law allows: a country covered by UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, or another recognised safeguard. You can ask us for more detail on any transfer by writing to the email address above.
How long we keep it
How long we keep your data
Enquiries that do not lead to work are deleted after a set period. Job records are kept for as long as tax law and the 10-year workmanship guarantee require.
We keep personal data only for as long as we need it for the purposes above.
- Enquiries that do not proceed: deleted from the CRM, our email and our devices after [operator to confirm: N months] from the last contact.
- WhatsApp conversations that do not proceed: deleted from our devices after [operator to confirm: N months].
- Quotes and job records: kept for [operator to confirm: N years] after the job is finished, which covers the period tax law requires us to keep accounting records and the length of the 10-year workmanship guarantee.
- Website technical logs: kept by our host for [operator to confirm: N days].
Where a complaint or legal claim is open, we may keep the relevant records until it is resolved. When data is no longer needed, it is deleted or securely destroyed.
Your rights
Your rights, and how to use them
You can ask to see, correct, delete, restrict or move your data, and you can object to some uses. Write to us and we will reply within one month.
Under the UK GDPR you have the rights listed here. Some apply only in certain circumstances; tax law, for example, may require us to keep job records you ask us to delete, and we will say so.
How to make a request
Send your request to the email address above. We may ask for information to confirm your identity before we act. We will respond within one month, and if a request is complex we may extend that by up to two further months, telling you why. There is normally no charge.
The rights you hold over your data
- Access: ask for a copy of the personal data we hold about you
- Rectification: have inaccurate or incomplete data corrected
- Erasure: ask us to delete your data where there is no reason to keep it
- Restriction: ask us to limit how we use your data for a time
- Objection: object to uses based on our legitimate interests
- Portability: receive data you gave us in a machine-readable format
Complaints
If you are unhappy with how we handle your data
Tell us first and we will try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
If you have a concern about how we have used your personal data, please write to the email address above.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection. Its website is ico.org.uk. You can go to the ICO at any time, though it will usually expect you to have raised the matter with us first.
Cookies and security
Cookies, security and changes to this policy
Cookies are covered in a separate policy. We protect your data with sensible measures and will update this page if anything changes.
Cookies
How our website uses cookies and similar technologies is explained in our cookie policy.
Keeping data secure
We use appropriate technical and organisational measures to protect personal data, including password-protected accounts, access limited to those who need it, and providers that encrypt data in transit. If a breach put your rights at risk, we would tell you and the ICO where the law requires.
Children
We do not knowingly collect data from children.
Changes
Any changes will be posted here with a new date.
Last updated: 25 October 2026.