Privacy Policy & Terms of Service for Mind Reflection LTD

Last Updated: 4 December 2025

1. Company Information

Mind Reflection LTD  is registered in the United Kingdom (Company Number: [INSERT IF YOU HAVE IT]). We are registered with the Information Commissioner's Office (ICO) under reference ZA317530. Registered Office: Unit 869 Moat House 54 Bloomfield Avenue Belfast, BT5 5AD United Kingdom Contact: Email: info@mindreflection.co.uk Phone: +44 7400 992785

2. Data Collection & Use

We collect personal data (name, address, phone, email, project details) solely to provide you with a quotation, manage your bespoke order, and coordinate installation. We use secure third-party payment processors (e.g., Stripe) and do not store your full payment card details.

3. The Bespoke Order Process

Our windows and doors are custom-made to your specific measurements. The process is as follows:

1. Contact & Survey: You contact us via our form/phone. We arrange a site survey to take precise measurements and discuss requirements.
2. Quotation: We provide a detailed, itemised quotation based on the survey.
3. Order & Payment: To confirm your order, you must return the signed quotation and pay the full 100% order value upfront. This is required because we incur approximately 80% of the total product costs when placing the order with our manufacturer. Payment secures your slot in the production schedule.
4. Manufacturing: Production at the factory begins. This typically takes 9 weeks from the date of cleared payment.
5. Delivery & Installation: Once ready, your order is delivered. We then coordinate installation with either our certified fitters or your chosen contractor.

4. Critical Order Terms & Consumer Rights

Because our products are made-to-measure based on your unique specifications, they are exempt from the standard 14-day "cooling off" right of return under the Consumer Contracts Regulations 2013.

4.1 Cancellation & Refund Policy

Given the bespoke nature of our goods, the following strict cancellation policy applies:

• Before Production Starts: If you cancel after paying but before we submit the order to the factory, we will refund your payment minus a £250 administration and survey fee.
• After Production Commences: Once we have placed the order with the manufacturer (usually within 48 hours of your payment), cancellation is no longer possible, and no refund will be issued. The goods are being made specifically for you and cannot be resold.

4.2 Changes to the Order

Any changes requested after the order is confirmed and paid for may result in additional charges and will likely delay the production schedule.

5. Warranty & Claims

We offer a comprehensive warranty on our products and services:

• Product Warranty: 10-year manufacturer's warranty on materials and fabrication against defects.
• Installation Warranty: 5-year warranty on workmanship, valid only if installation is carried out by our approved fitting team. If you use your own installer, the product warranty remains valid, but we cannot warrant the quality of the fitting.
• Making a Claim: All warranty claims must be submitted in writing to info@mindreflection.co.uk, detailing the fault and including photographs. We will investigate and arrange repair or replacement of defective components as per the warranty terms.

6. Liability

Mind Reflection LTD's liability shall be limited to the value of the order. We are not liable for delays caused by factors beyond our reasonable control (manufacturer delays, shipping, weather, etc.). It is the customer's responsibility to ensure all necessary planning permissions or building regulations approvals are in place.

7. Your Data Protection Rights

Under UK GDPR, you have rights, including access, correction, and deletion of your personal data. To complain, contact us first, or the ICO: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF; ico.org.uk. By placing an order with Mind Reflection LTD, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.