Pro-Fit Window Systems ("we", "us", "our") operates https://pro-fitwindowsystems.co.uk, a free service that connects homeowners with FENSA-registered window and door installers across the UK. This policy explains what personal data we collect, why, how long we keep it, who we share it with, and the rights you have over it under the UK GDPR and the Data Protection Act 2018.
1. Who is responsible for your data
Pro-Fit Window Systems is the data controller for the personal data described in this policy. If you have any questions or want to exercise any of the rights below, contact us at webzqsd@gmail.com.
2. What data we collect
When you submit a quote request through our form, we collect:
- Contact details: full name, email address, phone number
- Property details: address, postcode, property type, whether you own or rent
- Job details: window type, number of windows, and how soon you need the work done
- Technical data: IP address and submission timestamp, collected automatically to prevent spam and fraudulent submissions
If you contact us directly by email, we'll also hold whatever information you choose to include in that message.
3. Why we process your data and our legal basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Matching you with FENSA-registered installers and sharing your enquiry with them | Consent — given when you tick the consent box and submit the form |
| Preventing spam, abuse and fraudulent submissions (rate limiting, IP logging) | Legitimate interests — keeping the service usable and secure |
| Understanding how visitors use the site (analytics) | Legitimate interests / consent where required for non-essential cookies |
| Responding to direct enquiries sent by email | Legitimate interests — answering questions you've raised with us |
4. Who we share your data with
We share the details of your quote request with up to 3 FENSA-registered window and door installers in our network who cover your area, so they can contact you directly with a quote. We may also share your enquiry with our lead-generation partner, Leads 2 Trade Limited (A18, The Embankment Business Park, Vale Rd, Heaton Mersey, Stockport SK4 3GN), who telephone-qualify enquiries and pass qualified leads on to up to four installers in their own vetted network. We only share your data with installers or partners matched to your specific request — not with our entire network, and not with unrelated third parties or marketing lists.
We also use a small number of service providers to run the site, who process data on our behalf under their own privacy and security obligations, including web and usage analytics tools used to understand how the site performs.
We do not sell your personal data to anyone.
5. Cookies
We use cookies and similar technologies from our analytics providers to understand how the site is used. These do not process financial or highly sensitive information. You can control or delete cookies through your browser settings at any time; blocking them won't affect your ability to request a quote.
6. How long we keep your data
We retain quote request data for as long as needed to fulfil your enquiry and for a reasonable period afterwards for record-keeping and dispute resolution, after which it is deleted. If you ask us to delete your data sooner, see Section 7 below.
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Erasure — ask us to delete your data
- Restrict or object to how we process your data
- Withdraw consent at any time, without affecting processing carried out before withdrawal
- Data portability — receive your data in a portable format
To exercise any of these rights, email webzqsd@gmail.com. We'll respond within one month.
8. How we protect your data
Quote requests are transmitted over an encrypted (HTTPS) connection, form submissions are protected against cross-site request forgery and automated spam, and access to stored lead data is restricted. No method of transmission or storage is 100% secure, but we take reasonable technical and organisational measures to protect your information.
9. Children
Our service is intended for adults arranging work on a property. We do not knowingly collect data from children.
10. Changes to this policy
We may update this policy from time to time, for example to reflect changes in our service or the law.