Privacy Policy

Introduction

Meridian Glass + Exterior ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring transparency in how we collect, use, and safeguard your personal data. This Privacy Policy explains our practices regarding information gathered through our website, service inquiries, and customer interactions. We operate in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) as it applies to our operations in Italy.

What Data We Collect

We collect personal data only when you voluntarily provide it or when it is necessary to deliver our window and exterior maintenance services. The types of information we may collect include:

• Contact Information: Name, email address, telephone number, and postal address when you submit an inquiry, request a service estimate, or schedule a consultation.
• Property Details: Information about your property, including location, building type, window specifications, and exterior features, to assess service requirements and provide accurate quotations.
• Service History: Records of maintenance visits, service dates, work performed, and follow-up communications to maintain continuity of care and quality assurance.
• Payment Information: Billing address and payment method details necessary to process invoices and service payments. Payment processing is handled by secure third-party processors; we do not store full payment card details.
• Communication Records: Email messages, phone call notes, and correspondence related to your service requests and account management.
• Website Usage Data: We may collect non-identifying information about how you interact with our website, including pages visited, time spent, and referral sources, through standard web server logs and optional analytics tools. This data does not identify you personally.

Cookies and Similar Technologies

Our website may use cookies and similar tracking technologies to enhance your experience and understand how visitors use our site. Cookies are small text files stored on your device that help us remember your preferences and improve site functionality.

Types of Cookies We Use:

• Essential Cookies: Required for basic website functionality, security, and navigation. These cannot be disabled without impairing site performance.
• Analytics Cookies: Help us understand visitor behaviour and site performance. These are optional and may be declined without affecting core functionality.
• Preference Cookies: Remember your choices, such as language or display settings, to personalise your experience on return visits.

You may control cookie settings through your browser preferences. Disabling non-essential cookies will not prevent access to our services, though some features may function less optimally. We do not use cookies for targeted advertising or third-party marketing purposes.

How We Use Your Data

We use the personal data you provide for the following purposes:

• Service Delivery: To process your service requests, schedule appointments, perform maintenance work, and provide follow-up care and quality assurance checks.
• Communication: To respond to inquiries, provide service updates, send appointment reminders, and maintain contact regarding your account and service history.
• Quotations and Estimates: To assess your property's needs and prepare accurate, transparent service proposals tailored to your requirements.
• Quality Assurance: To maintain records of work completed, verify service standards, and address any concerns or follow-up needs.
• Legal Compliance: To comply with applicable laws, regulations, and contractual obligations in Italy and the European Union.
• Business Operations: To manage invoicing, payment processing, scheduling, and general administrative functions necessary to operate our service.
• Website Improvement: To analyse how our website is used and make enhancements to user experience, functionality, and content relevance.

We will not use your data for purposes beyond those listed above without obtaining your explicit consent.

Legal Basis for Processing

Under GDPR, we process your personal data on the following legal bases:

• Contract Performance: Processing necessary to fulfil a service agreement or respond to your request for services.
• Legal Obligation: Processing required by Italian or EU law, including tax, accounting, and regulatory requirements.
• Legitimate Interest: Processing necessary for our business operations, such as quality assurance, fraud prevention, and website security, where our interests do not override your rights.
• Consent: Where you have explicitly consented to specific processing activities, such as receiving marketing communications or non-essential analytics.

Data Sharing and Third Parties

We do not sell, rent, or trade your personal data to third parties for marketing purposes. However, we may share your information with trusted service providers and partners necessary to deliver our services:

• Payment Processors: Secure third-party payment handlers who process invoices and payments on our behalf under strict data protection agreements.
• Service Partners: Qualified subcontractors or specialists engaged to perform specific maintenance work at your property, who are bound by confidentiality obligations.
• Legal and Regulatory Bodies: Disclosure may be required to comply with Italian or EU legal obligations, court orders, or regulatory investigations.
• Business Advisors: Accountants, legal advisors, and insurance providers who assist us in operating our business, all subject to confidentiality agreements.

All third parties who access your data are required to maintain appropriate security measures and use your information only for the purposes we specify. We do not permit them to use your data for their own marketing or commercial purposes.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

• Service Records: Maintained for the duration of our service relationship and for a minimum of 5 years thereafter to support quality assurance, warranty claims, and regulatory compliance.
• Contact Information: Retained while you are an active customer and for 2 years after the last service interaction, unless you request deletion sooner.
• Financial Records: Kept for 10 years in accordance with Italian tax and accounting regulations.
• Website Analytics: Aggregated, non-identifying data is retained for up to 12 months to track performance trends.
• Marketing Communications: If you have opted in, retained until you unsubscribe or request removal.

When data is no longer needed, we securely delete or anonymise it. If deletion is not possible due to legal requirements, we will restrict access and processing to the minimum necessary.

Your Rights Under GDPR

As a data subject in the European Union, you have the following rights regarding your personal data:

• Right of Access: You may request a copy of the personal data we hold about you and receive confirmation of what data is processed and why.
• Right to Rectification: You may request correction of inaccurate or incomplete data.
• Right to Erasure: You may request deletion of your data under certain circumstances, such as when data is no longer necessary for its original purpose or if you withdraw consent.
• Right to Restrict Processing: You may request that we limit how we use your data while a dispute is resolved or a request is being assessed.
• Right to Data Portability: You may request your data in a structured, commonly used format and have it transferred to another service provider.
• Right to Object: You may object to processing based on legitimate interest or for direct marketing purposes.
• Right to Withdraw Consent: If processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right to Lodge a Complaint: You may file a complaint with the relevant data protection authority in your jurisdiction if you believe your rights have been violated.

To exercise any of these rights, please contact us using the details provided in the "Contact Us" section below. We will respond to your request within 30 days or inform you of any extension needed.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure encrypted connections (HTTPS) for website communications.
• Restricted access to personal data, limited to authorised personnel only.
• Regular security assessments and updates to our systems.
• Confidentiality agreements with all employees and service providers who handle your data.
• Secure storage of physical records and controlled disposal procedures.

While we strive to protect your data using industry-standard practices, no method of transmission over the internet or electronic storage is entirely secure. We cannot guarantee absolute security, but we are committed to maintaining reasonable safeguards proportionate to the sensitivity of the information we hold.

International Data Transfers

Meridian Glass + Exterior operates in Italy and the European Union. Your personal data is processed and stored within the EU/EEA, where data protection laws provide equivalent safeguards under GDPR. We do not routinely transfer data outside the EU/EEA. If any transfer outside the EU/EEA becomes necessary, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or your explicit consent.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal information, we will promptly delete such data and notify the parent or guardian. If you believe a child's data has been collected, please contact us immediately.

Third-Party Links

Our website may contain links to third-party websites or services that are not operated by Meridian Glass + Exterior. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of external websites. We encourage you to review the privacy policies of any third-party sites before providing your personal information.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or need to report a data security concern, please contact us:

• Email: hello@agencedeshavres.com
• Phone: +39 341 066 1921
• Website: agencedeshavres.com
• Address: Milan, Lombardy, Italy

We will acknowledge your request and respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Italian Data Protection Authority (Autorità Garante per la Protezione dei Dati Personali).

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last Updated" date below and, where appropriate, by sending you an email notification or displaying a prominent notice on our website. Your continued use of our website and services following the posting of changes constitutes your acceptance of the updated Privacy Policy.