QUOTING FLOW is a demo template for a customer quoting & booking site with an internal admin area (job assignment, staff/employee records). This privacy notice is a sample — swap in your own business name, contact details, retention periods and legal wording. Sections marked Demo — customisable are the ones you’ll almost always want to edit.
Privacy notice
Last updated: July 2026
1. Who we areDemo — customisable
“We”, “us” and “QUOTING FLOW” means QUOTING FLOW. We are the data controller for the personal information you give us. You can contact us at hello@your-company.com.
2. What information we collectDemo — customisable
When you ask for a quote, accept an estimate, or get in touch with us, we may collect:
- Your name, address and email address
- Details about the rooms or property you want flooring for
- Measurements and photos of the rooms or floors
- Your preferred dates, budget range and material choices
- Notes from our phone calls, site visits, emails or messages
- Any feedback, complaints or aftercare requests
If you use our website, we may also collect basic technical information such as your IP address, browser type, and the pages you visit.
3. How we use your information
We use your information to:
- Prepare and send you an estimate or quote
- Arrange site visits, bookings and fitting dates
- Contact you about your enquiry or job
- Send you estimates, invoices, receipts and aftercare information by email
- Handle complaints, guarantees and follow-up work
- Keep our records accurate and up to date
- Improve our website and services (where we use analytics, it is anonymised where possible)
4. Why we can use your information (legal basis)
Under UK data protection law, we rely on the following legal bases to process your personal information:
- Contract: when you ask for a quote or we agree to do work for you, we need your details to provide that service.
- Legitimate interests: to keep our records, manage our business, and communicate with you about your enquiry or job.
- Consent: where you have agreed to something specific, such as marketing emails or us using photos of your finished floor. You can withdraw consent at any time.
- Legal obligation: where we need to keep records for tax, accounting or legal reasons.
5. Who we share your information withDemo — customisable
We do not sell your personal information. We only share it where we need to, for example:
- With our fitters or sub-contractors, so they can carry out the work at your property
- With suppliers, if we need to order materials specifically for your job
- With our accountant, bookkeeper or legal advisers for business or tax purposes
- With service providers who help us run our website, email, or invoicing systems
- If we are required to by law, or to protect our rights or someone’s safety
Anyone we share your information with is only allowed to use it for the purpose we have agreed with them.
6. How long we keep your informationDemo — customisable
We keep your information for as long as we need it to provide the services you asked for, and for a reasonable period afterwards in case of follow-up questions, guarantees or complaints. As a guide, we keep quote and job records for [6 years] after the work is completed, to meet tax and legal record-keeping rules. After that, we securely delete or anonymise it.
7. Photos of finished work
We may take photos of completed floors to use on our website, social media or in our portfolio. We will not include your name, address, or anything that identifies you or your property unless you have explicitly agreed. If you would prefer we do not take or use photos, please tell us at booking or on the day.
8. Your rightsDemo — customisable
You have rights over the personal information we hold about you, including the right to:
- Ask for a copy of the information we hold about you
- Ask us to correct anything that is wrong
- Ask us to delete your information in some circumstances
- Object to or restrict how we use your information
- Withdraw your consent at any time
- Complain to the Information Commissioner’s Office (ICO) if you are not happy with how we have handled your data
To exercise any of these rights, contact us at hello@your-company.com. We will respond within [one month].
9. Cookies and analytics
Our website may use cookies to help it work properly and, if enabled, to understand how visitors use the site. You can control cookies through your browser settings. Where we use analytics, we aim to keep the data anonymised or limited to what is necessary.
10. Keeping your information safe
We take reasonable steps to protect your information, including storing it securely, limiting access to people who need it, and using trusted service providers. No system can be completely secure, but we do our best to keep your data safe.
11. Links to other websites
Our website may contain links to other websites. We are not responsible for the privacy practices of those sites, so please read their privacy notices separately.
12. Changes to this notice
We may update this privacy notice from time to time. The latest version will always be published here, with the date at the top of the page.
13. Contact usDemo — customisable
If you have any questions about this privacy notice or how we use your information, please contact us at hello@your-company.com.