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GDPR & Privacy Policy
How Xeeni protects your personal data
This privacy notice explains how Xeeni Limited collects, uses, stores and protects personal data when you visit our website, request a quote, book a design consultation, visit our showroom, use our online tools, or buy products and services from us.
Last updated: 10 May 2026
1. What personal data we collect
The personal data we collect depends on how you interact with Xeeni. We only collect information that is reasonably needed to provide our website, respond to enquiries, prepare designs and quotations, manage orders, arrange installation and support our customers.
Project details
Room measurements, photos, uploaded images, design preferences, product choices, finishes, budgets, appointment notes and quotation history.
Order details
Products ordered, delivery or installation details, invoices, payment status, customer service records and warranty information.
Website data
IP address, device and browser information, pages visited, enquiry forms submitted, cookie choices and analytics information.
2. How we use your personal data
- To respond to enquiries made by phone, email, WhatsApp, website forms or in person.
- To book showroom visits, home appointments, design consultations and installation dates.
- To prepare room designs, quotations, product recommendations and project proposals.
- To process orders, payments, delivery, installation, aftercare and warranty support.
- To send service messages about an enquiry, appointment, quote, order or installation.
- To improve our website, products, customer service, marketing and business processes.
- To keep records required for accounting, tax, insurance, legal and regulatory purposes.
- To prevent fraud, protect our business, maintain website security and handle disputes.
3. Our lawful bases for processing
Under UK GDPR, we must have a lawful basis for using personal data. The main bases we rely on are set out below.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries, preparing quotes and taking steps before an order is placed. | Contract or legitimate interests. |
| Supplying products, arranging delivery, installation, payment, aftercare and warranty support. | Contract. |
| Keeping accounts, invoices, tax records and records required by law. | Legal obligation. |
| Improving our website, services, internal processes and customer experience. | Legitimate interests. |
| Sending marketing updates where permitted, or where you have opted in. | Consent or legitimate interests, depending on the message and relationship. |
| Using non-essential cookies or similar technologies. | Consent. |
Where we rely on legitimate interests, we balance our business need against your rights and expectations. You can object to processing based on legitimate interests at any time.
4. Who we share personal data with
We do not sell your personal data. We may share it only where necessary with trusted suppliers and professional advisers who help us run our business and deliver our services.
- Website, hosting, analytics, security, email, form and customer communication providers.
- Payment, accounting, finance, tax, legal and insurance providers.
- Design, manufacturing, delivery and installation teams involved in your project.
- Technology providers used for online forms, reCAPTCHA, WhatsApp communication or similar tools.
- Regulators, law enforcement, courts or public authorities where we are legally required to do so.
If any supplier processes personal data for us, we expect them to protect it, keep it confidential and use it only for the agreed purpose.
5. International transfers
Some service providers may store or process data outside the UK. Where this happens, we expect appropriate safeguards to be in place, such as UK adequacy regulations, approved contractual terms or other legally recognised transfer protections.
6. How long we keep personal data
We keep personal data only for as long as needed for the purpose collected, including to provide services, handle enquiries, maintain business records, meet legal obligations and resolve disputes.
| Type of record | Typical retention period |
|---|---|
| General enquiries that do not become orders. | Usually up to 24 months after the last contact. |
| Quotes, designs, measurements and project correspondence. | Usually up to 6 years after completion or last meaningful contact. |
| Orders, invoices, payment and accounting records. | Usually 6 years, or longer if required by law. |
| Marketing preferences and suppression records. | As long as needed to respect your choices. |
| Cookie and analytics data. | According to the cookie settings and provider retention periods. |
7. Cookies and similar technologies
Our website may use cookies and similar technologies to make the site work, remember preferences, protect forms, measure performance and understand how visitors use the site. Essential cookies are used where needed to provide the website. Non-essential cookies, such as analytics or marketing cookies, should only be used with your consent.
You can manage cookies through your browser settings. If the website displays a cookie banner or preference tool, you can use it to accept, reject or adjust non-essential cookies.
8. Marketing communications
We may contact you with updates about Xeeni products, services or offers where you have consented, where you have asked us for information, or where the law allows us to contact existing customers about similar products and services. You can opt out of marketing at any time by contacting us or using any unsubscribe option included in the message.
Service messages about appointments, quotes, orders, installation, delivery, payment or aftercare are not marketing messages and may still be sent where needed to manage your enquiry or project.
9. How we protect personal data
We use practical organisational and technical measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include access controls, secure systems, staff awareness, supplier checks and limiting access to people who need the information for their role.
10. Your UK GDPR rights
You have rights over your personal data. These rights are not always absolute, but you can contact us to ask to exercise them.
Be informed
Receive clear information about how we use your data.
Access
Ask for a copy of the personal data we hold about you.
Rectification
Ask us to correct inaccurate or incomplete data.
Erasure
Ask us to delete personal data in certain circumstances.
Restriction
Ask us to restrict how we use your data in certain circumstances.
Portability
Ask for certain data in a reusable digital format.
Object
Object to certain processing, including direct marketing.
Withdraw consent
Withdraw consent where we rely on consent to process data.
11. Children
Our website and services are intended for adults and homeowners, landlords, trade customers and other project decision makers. We do not knowingly collect personal data from children for marketing purposes.
12. Contact and complaints
If you have a privacy question, want to exercise your rights, or want to raise a concern about how we handle personal data, please contact:
You also have the right to complain to the UK Information Commissioner's Office (ICO). The ICO can be contacted at ico.org.uk/make-a-complaint/ or by calling 0303 123 1113.
13. Changes to this policy
We may update this policy from time to time to reflect changes in our website, services, suppliers, legal duties or data handling practices. The latest version will be published on this page.