At J Smith Flooring, we are committed to protecting your privacy and handling your personal information responsibly.
We provide commercial and domestic flooring installation services. When you visit our website, contact us, request a quotation, arrange flooring installation or otherwise interact with our business, we may collect and process personal information about you.
This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, who we share it with and what rights you have over your personal information.
We aim to comply with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR), as amended, together with other applicable laws.
We only process personal information where we have an appropriate lawful basis and retain it for no longer than necessary for the purposes for which it was collected, subject to applicable legal requirements.
We are J Smith Flooring, a business providing commercial and domestic flooring installation services.
Our contact details are:
J Smith FlooringFor the purposes of applicable data protection legislation, we act as the data controller for personal information we collect and use in connection with our business, except where we explain otherwise.
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the email address above.
We may collect different types of personal information depending on how you interact with us.
When you contact us, request a quotation or arrange flooring work, we may collect:
We use this information to understand your requirements, respond to your enquiries and provide our flooring services.
When we work with businesses, contractors, landlords, property managers, developers or other commercial clients, we may collect:
Where this information identifies an individual, it may constitute personal data under applicable data protection law.
When you visit our website, we and our service providers may collect technical information, including:
We use this information, where permitted, to maintain our website, understand how visitors use it, improve performance and protect against misuse.
Where our telephone systems support call recording or transcription, we may collect:
We explain how we handle call recordings and transcripts in Section 6.
When you communicate with us through website chat, online forms, email, telephone or messaging services, we may collect:
We use this information to respond to your enquiries, maintain appropriate business records and provide customer support.
When you pay for our services, we may process information needed to administer and record the transaction, including invoice details, payment amounts, transaction references and payment status.
We do not accept or process payments by credit or debit card. Customers make payments to us by bank transfer using the bank details provided on our invoices.
We use Xero accounting software to manage our invoicing, payment records and accounting information. Payment information, such as the date, amount and reference of payments received, may be recorded in Xero for accounting, reconciliation and financial record-keeping purposes.
We do not collect or store customers’ credit or debit card details.
We may collect personal information:
Where we collect personal information from another source, we will provide the privacy information required by law where applicable.
We use personal information for the following purposes.
We use your contact details and project information to respond to enquiries, discuss your flooring requirements, arrange site visits, prepare estimates and provide quotations.
Lawful basis: Taking steps at your request before entering into a contract and, where appropriate, our legitimate interests in responding to prospective customers.
We use relevant information to arrange installations, schedule work, communicate with customers, coordinate projects, manage contractors and suppliers, and provide aftercare.
Lawful basis: Performance of a contract or taking steps at your request before entering into a contract.
We use relevant information to issue invoices, reconcile payments, maintain accounts, comply with tax and accounting requirements and recover outstanding amounts where necessary.
Lawful basis: Performance of a contract, compliance with legal obligations and, where appropriate, our legitimate interests in managing our business.
We may contact you by email, telephone or text about your enquiry, appointments and project, including automated reminders. We only send marketing if you have agreed or are an existing customer, and you can opt out at any time.
Lawful basis: Performance of a contract, our legitimate interests and, for marketing, your consent where required.
Where calls are recorded, we will tell you at the start of the call. Recordings and transcripts are used to keep accurate records, improve our service and resolve disputes, and are only accessed by authorised staff. If you would prefer not to be recorded, please let us know.
We do not sell your personal information. We share it only where needed to run our business, such as with our customer management system (HighLevel), our accounting software (Xero), IT providers, fitters and suppliers working on your project, our professional advisers, and authorities such as HMRC where required by law. Some providers may store data outside the UK, and where they do, appropriate legal safeguards are in place.
We keep your information for as long as needed for your enquiry, project and any guarantee, and to meet legal, tax and accounting requirements (normally at least 6 years for customer records). We then securely delete it.
You can ask us to access, correct or delete your information, restrict or object to how we use it, receive a copy to transfer elsewhere, or withdraw your consent by emailing [email protected]. If you are unhappy with how we have handled your information, please contact us first. You can also complain to the Information Commissioner’s Office at ico.org.uk.