Privacy Policy

Last Updated: 29/07/2026

This Privacy Policy explains how Grounded Fox Ltd, trading as Roma Verandas ("Roma Verandas", "we", "us" or "our"), collects, uses, stores and shares your personal information when you visit our website, make an enquiry, request a quotation, place an order, use our services or otherwise communicate with us.

Grounded Fox Ltd is the data controller responsible for the personal information described in this Privacy Policy, except where another organisation is independently responsible for its own processing.

Our online store is hosted by Shopify, which provides the ecommerce technology that enables us to operate our website and online store.

Please read this Privacy Policy carefully so that you understand how and why we use your personal information.

1. Who We Are

Grounded Fox Ltd
Trading as Roma Verandas

Registered in England and Wales
Company No. 16869194

Registered Office:
Queniborough Road,
Queniborough,
Leicester,
LE7 3DG,
United Kingdom

Telephone: 03330 907890
Email: support@romaverandas.com

2. Personal Information We Collect

"Personal information" means information relating to an identified or identifiable individual.

Depending on how you interact with us, we may collect and process the following categories of personal information:

• Identity information, including your name and, where applicable, company or organisation name;
• Contact information, including your email address, telephone number, billing address, delivery address and installation address;
• Order and transaction information, including products purchased, quotations, order history, payments, deposits, refunds, delivery details and installation information;
• Payment information, including information relating to payments and transactions. Payment card details may be processed securely by our payment providers rather than stored directly by us;
• Enquiry and project information, including measurements, photographs, drawings, property details, installation requirements and other information you provide when requesting a quotation or discussing a project;
• Account information, where you create an online account, including account identifiers, preferences and settings;
• Communications, including emails, telephone enquiries, website enquiries, WhatsApp messages, customer service correspondence and other communications with us;
• Marketing information, including your marketing preferences, interactions with marketing communications and information about products in which you have expressed an interest;
• Technical information, including your IP address, browser type, device information, operating system and similar technical identifiers;
• Website usage information, including pages viewed, products viewed, referral information, interactions with our website and shopping activity such as products added to your basket; and
• Reviews and content, including reviews, testimonials, photographs or other material you choose to submit to us.

3. How We Collect Your Personal Information

We may collect personal information:

• Directly from you, when you place an order, request a quotation, submit an enquiry, contact us, create an account or otherwise provide information to us;
• Automatically, when you use our website, through cookies and similar technologies;
• From payment, ecommerce and technology providers used to operate our website and process transactions;
• From advertising and marketing platforms where you interact with our advertisements or submit an enquiry through those platforms;
• From delivery, installation or other service partners where information needs to be exchanged in connection with an order or service; and
• From other third parties where you have authorised them to provide information to us or where obtaining the information is otherwise lawful.

4. How We Use Your Personal Information

We only process personal information where we have a lawful basis for doing so.

We may use your personal information for the following purposes:

Providing Quotations, Products & Services

We use your information to respond to enquiries, prepare quotations, process orders, manufacture or source products, take payment, arrange delivery, provide installation services and manage returns, refunds, warranties and after-sales support.

Our lawful basis will normally be that processing is necessary to enter into or perform a contract with you.

Customer Service & Communications

We use your information to communicate with you about enquiries, quotations, orders, delivery, installation, customer support and other matters relating to our relationship with you.

Our lawful basis may be performance of a contract or our legitimate interests in providing effective customer service and managing our business.

Payments, Accounting & Business Administration

We may use transaction and customer information to process payments, maintain accounting records, issue invoices, manage refunds and comply with tax, accounting and other legal requirements.

Our lawful basis may be performance of a contract, compliance with a legal obligation and our legitimate interests in operating and administering our business.

Delivery & Installation

We may use and share relevant personal information to arrange delivery, installation, surveys or other services associated with your order.

This processing is normally necessary for performance of our contract with you.

Improving Our Website & Services

We may analyse how customers use our website and services to understand performance, improve functionality, develop products and improve the customer experience.

Depending on the technology involved, our lawful basis may be our legitimate interests in improving our business or your consent, particularly where consent is legally required for cookies or similar technologies.

Security & Fraud Prevention

We may process information to protect our website, customers and business, prevent fraud, investigate suspicious activity and maintain the security of our systems.

Our lawful basis is normally our legitimate interests in protecting our customers and business and, where applicable, compliance with a legal obligation.

Legal & Regulatory Requirements

We may use your information where necessary to comply with applicable laws, respond to lawful requests from authorities, establish or defend legal claims and enforce our contractual rights.

Our lawful basis may be compliance with a legal obligation or our legitimate interests in protecting and enforcing our legal rights.

5. Marketing

Where permitted by law, we may use your personal information to send you information about Roma Verandas products, offers, services and promotions that we believe may be relevant to you.

Depending on the circumstances, we may rely on your consent or our legitimate interests for marketing activities, subject to applicable data protection and electronic marketing rules.

Where consent is required, we will seek that consent before sending the relevant marketing communication.

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link contained within the email or by contacting us at support@romaverandas.com.

You have the right to object to the use of your personal information for direct marketing at any time.

Even if you unsubscribe from marketing, we may still contact you with service messages relating to an enquiry, quotation, order, payment, delivery, installation, warranty or other transaction with us.

6. Cookies & Similar Technologies

Our website uses cookies and similar technologies to operate the website, remember preferences, understand website usage, measure performance and, where permitted, support advertising and marketing.

Some cookies are necessary for our website to function. Other cookies, including certain analytics and advertising cookies, may only be used where you have provided the consent required by applicable law.

You can manage applicable cookie preferences using the cookie controls available on our website.

7. How We Share Personal Information

We do not disclose your personal information indiscriminately. We may share it where reasonably necessary with organisations that help us operate our business and fulfil our obligations to you.

These may include:

• Shopify and other ecommerce technology providers;
• Payment processors and financial service providers;
• Manufacturers and suppliers where necessary to fulfil or support your order;
• Delivery companies and freight providers responsible for transporting your order;
• Installers, contractors and service partners involved in delivering services associated with your order;
• IT, hosting, CRM and cloud service providers that help us operate our business systems;
• Analytics, advertising and marketing providers, subject to applicable consent and privacy requirements;
• Professional advisers, including accountants, insurers, solicitors and other advisers where necessary;
• Government bodies, regulators, courts and law enforcement authorities where disclosure is required or permitted by law; and
• Potential purchasers, investors or advisers in connection with a legitimate business sale, restructuring, merger or similar transaction.

Service providers acting on our behalf are only permitted to use personal information as necessary to provide the relevant services and subject to appropriate contractual and legal requirements.

8. Shopify

Our online store is hosted by Shopify.

Shopify processes information about your use of our online store in order to provide its ecommerce platform and associated services.

Information submitted through our website may therefore be processed by Shopify and its service providers, including in countries outside the United Kingdom.

Shopify may also act as an independent controller for certain processing undertaken for its own purposes.

You can find further information about Shopify's privacy practices at: Shopify Consumer Privacy Policy.

Shopify also provides a privacy portal at: Shopify Privacy Portal.

9. Payment Information

Payments may be processed by Shopify Payments or other payment providers offered through our website or invoices.

Payment providers may collect and process information required to authorise and complete your transaction. We do not necessarily receive or store your complete payment card details ourselves.

Payment providers process information in accordance with their own legal obligations and privacy notices.

10. Third-Party Websites

Our website may contain links to websites operated by third parties.

Where you follow a link to another website, that organisation may collect and process your information under its own privacy policy.

We are not responsible for the privacy practices, security or content of independent third-party websites.

11. International Transfers

Some of our technology providers, suppliers or other service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection law.

Depending on the destination and circumstances, this may include relying on UK adequacy regulations or appropriate contractual safeguards such as the UK International Data Transfer Agreement, the UK Addendum to approved Standard Contractual Clauses, or another legally recognised transfer mechanism.

12. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to fulfil orders, provide support, comply with legal and accounting obligations, resolve disputes and establish or defend legal claims.

Different categories of information may therefore be retained for different periods.

When information is no longer required, we will delete, anonymise or otherwise securely dispose of it where appropriate.

13. How We Protect Your Information

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

You are responsible for protecting any password or account credentials associated with your account and should not share them with other people.

14. Your Data Protection Rights

Subject to applicable law and any relevant exemptions, you may have the following rights in relation to your personal information:

• Right of access – to request a copy of personal information we hold about you;
• Right to rectification – to ask us to correct inaccurate or incomplete information;
• Right to erasure – to ask us to delete your personal information in certain circumstances;
• Right to restriction – to ask us to restrict how we process your personal information in certain circumstances;
• Right to object – to object to certain processing based on legitimate interests and to object to direct marketing at any time;
• Right to data portability – to receive certain personal information in a structured, commonly used and machine-readable format and, where applicable, have it transferred to another organisation;
• Right to withdraw consent – where we rely on your consent, you may withdraw that consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn; and
• Rights relating to automated decision-making – where applicable under data protection law.

These rights are not absolute and may be subject to exemptions or limitations under applicable law.

To exercise your rights, please contact us at support@romaverandas.com.

We may need to request information from you to confirm your identity before responding to a request.

You will not normally be required to pay a fee for exercising your data protection rights.

15. Direct Marketing Rights

You have an absolute right to object to the processing of your personal information for direct marketing purposes.

You can unsubscribe from email marketing using the unsubscribe link in any marketing email or contact us directly at support@romaverandas.com.

16. Children's Information

Our website, products and services are not directed at children, and we do not knowingly seek to collect personal information from children for the purpose of selling our products or services to them.

If you believe that a child has provided personal information to us inappropriately, please contact us so that we can investigate and take appropriate action.

17. Complaints

If you have a concern about how we use your personal information, please contact us first so that we have the opportunity to investigate and resolve the matter.

You also have the right to make a complaint to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Further information about your rights and how to make a complaint is available from the Information Commissioner's Office at: ico.org.uk.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, technology, legal obligations or data processing practices.

When we make changes, we will publish the updated version on this website and update the "Last Updated" date above.

Where required by law, we will provide additional notice of material changes.

19. Contact Us

If you have questions about this Privacy Policy, how we use your personal information or would like to exercise a data protection right, please contact:

Grounded Fox Ltd
Trading as Roma Verandas

Registered Office:
Queniborough Road,
Queniborough,
Leicester,
LE7 3DG,
United Kingdom

Telephone: 03330 907890
Email: support@romaverandas.com

Registered in England and Wales
Company No. 16869194

For the purposes of applicable UK data protection law, Grounded Fox Ltd is the data controller of the personal information covered by this Privacy Policy, except where another organisation acts as an independent controller for its own processing.