Privacy Policy

Last updated: February 2026

1. Who We Are

[REGISTERED COMPANY NAME], trading as Arwyn Floors, is the data controller responsible for your personal data.

Registered address: [REGISTERED ADDRESS]

Company number: [COMPANY NUMBER]

ICO registration number: [ICO NUMBER]

Data protection contact: info@arwynfloors.co.uk

2. What Data We Collect

We may collect the following personal information:

2.1 Information You Provide

• Identity data: Name, title
• Contact data: Email address, phone number, delivery address, billing address
• Account data: Username, password, order history
• Financial data: Payment card details (processed securely by our payment provider — we do not store card details)
• Communications: Emails, live chat transcripts, phone call records, enquiry form submissions
• Trade account data: Business name, VAT number, trade references

2.2 Information Collected Automatically

• Technical data: IP address, browser type, device type, operating system
• Usage data: Pages visited, time spent on site, click patterns, referral source
• Advertising data: Click identifiers (e.g. GCLID) from advertising links, used for fraud prevention
• Cookie data: See our Cookie Policy for full details

3. How We Use Your Data

We use your personal data for the following purposes:

Purpose	Legal Basis
Processing and fulfilling orders	Contract performance
Delivering products to you	Contract performance
Managing your account	Contract performance
Processing payments and refunds	Contract performance
Responding to enquiries and providing customer support	Legitimate interest
Arranging consultations and fitting services	Contract performance
Sending order updates and delivery notifications	Contract performance
Sending marketing emails and promotions (with your consent)	Consent
Improving our website and services	Legitimate interest
Detecting and preventing fraudulent activity, including invalid advertising clicks, and protecting the security of our website	Legitimate interest / Legal obligation
Website analytics to understand how visitors use our site and improve our services	Consent
Complying with legal and regulatory obligations	Legal obligation

4. Marketing Communications

We will only send you marketing communications (e.g. newsletters, promotions, new product alerts) where you have given your explicit consent or where we have a legitimate interest to do so (e.g. you are an existing customer).

You can unsubscribe at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Emailing us at info@arwynfloors.co.uk
• Contacting us by phone on 0121 816 0610

5. Who We Share Your Data With

We may share your personal data with the following trusted third parties:

• Google LLC (Google Analytics): Website usage analytics — data transferred to the USA
• Formspree Inc.: Processing contact form and newsletter submissions — data transferred to the USA
• Cal.com Inc.: Consultation booking system — data transferred to the USA
• Delivery partners: To fulfil and deliver your orders
• Payment processors: To securely process card payments
• Fitting teams: To arrange and complete installation services
• IT & hosting providers: To maintain our website and systems
• Legal and regulatory bodies: Where required by law

When we add further analytics or advertising services (such as Microsoft Clarity, Meta, TikTok or Google Ads), we will update this section and our Cookie Policy accordingly.

We do not sell your personal data to third parties.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Order data: 6 years from the date of purchase (for legal and tax purposes)
• Account data: Until you request account deletion
• Marketing consent: Until you unsubscribe
• Enquiry data: 2 years from last contact
• Website analytics: 26 months (anonymised)

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your data (where applicable)
• Right to restriction: Request we limit how we use your data
• Right to data portability: Request your data in a machine-readable format
• Right to object: Object to processing based on legitimate interest or direct marketing
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at info@arwynfloors.co.uk. We will respond within one month of receiving your request.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

• SSL/TLS encryption on all pages
• Secure payment processing through PCI-DSS compliant providers
• Regular security reviews and updates
• Access controls limiting who can view personal data

9. International Transfers

Your data is primarily stored and processed within the UK and EEA. Some of our service providers are based in the United States, including Google LLC (analytics), Formspree Inc. (form processing) and Cal.com Inc. (booking). Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO or adequacy decisions.

10. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a minor, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this page periodically.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113

We would appreciate the opportunity to address your concerns first — please contact us at info@arwynfloors.co.uk.

13. Contact

If you have any questions about this Privacy Policy, please contact us:

• Email: info@arwynfloors.co.uk
• Phone: 0121 816 0610
• Address: [BUSINESS ADDRESS]