Privacy Policy

Having said that, a privacy policy is a statement that discloses some or all of the ways a website collects, uses, discloses, processes, and manages the data of its visitors and customers. It usually also includes a statement regarding the website’s commitment to protecting its visitors’ or customers’ privacy, and an explanation about the different mechanisms the website is implementing in order to protect privacy.

Different jurisdictions have different legal obligations of what must be included in a Privacy Policy. You are responsible to make sure you are following the relevant legislation to your activities and location.

Privacy Policy - the basics

For customers, business contacts, suppliers and other individuals we deal with in the course of providing bespoke kitchens, wardrobes, fitted furniture and installation services.

This Privacy Policy explains how RW Signs Ltd trading as Hamptons Fitout and Hamptons Interiors collects, uses, stores and protects personal information when you contact us, request a quotation, purchase our products or services, visit our premises or website, or otherwise interact with us. It applies to individuals acting in a personal capacity and to individuals we deal with at business customers, developers, contractors, landlords, architects, designers, suppliers and other commercial partners.

1. Who we are

RW Signs Ltd trading as Hamptons Fitout and Hamptons Interiors is the data controller for the personal information covered by this Privacy Policy.

Contact details: [Registered Address] | [Email Address] | [Telephone Number]

If you have any questions about this Privacy Policy or how we handle personal information, please contact us using the details above.

2. The personal information we collect

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

Identity and contact details, such as your name, job title, company name, postal address, installation address, billing address, email address and telephone number.
Project and enquiry information, such as room measurements, property details, design preferences, specifications, budgets, photographs you provide, access requirements, appointment details and notes of our discussions.
Transaction and payment information, such as quotations, orders, invoices, payment status and finance-related information where relevant.
Communications data, such as emails, messages, call recordings or notes, complaint details and feedback.
Technical information, such as IP address, browser type, device information, website usage data and cookie-related information where collected through our website.
Security information, such as CCTV images where cameras operate at our premises, showroom, yard or other monitored locations.
Supplier and business contact information, such as business contact names, work contact details, role details, correspondence and contract information.

3. How we collect personal information

We collect personal information directly from you, from your employer or representative where you are acting for a business, from enquiry forms, emails, telephone calls, meetings, design consultations, site surveys, measurements, contracts, orders, installations, aftercare communications and through your use of our website. In some cases we may also receive information from developers, contractors, architects, interior designers, letting agents, property owners, finance providers, delivery partners, trade references, public sources or other third parties connected with your project or our business relationship.

4. How we use personal information and our lawful bases

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we rely on one or more of the following: performance of a contract, taking steps before entering into a contract, compliance with a legal obligation, our legitimate interests, and consent where required.

To respond to enquiries, arrange consultations, carry out site surveys, prepare designs and provide quotations. Lawful basis: taking steps before entering into a contract and legitimate interests.
To manufacture, deliver, fit and complete bespoke kitchens, wardrobes and other fitted furniture, and to manage snagging, warranty and aftercare services. Lawful basis: performance of a contract and legitimate interests.
To communicate with consumer customers, business customers, contractors, suppliers and other contacts about projects, deliveries, access, schedules, variations and account matters. Lawful basis: performance of a contract and legitimate interests.
To process payments, manage accounts, prevent fraud, maintain records and comply with tax, accounting and other legal obligations. Lawful basis: performance of a contract, legal obligation and legitimate interests.
To manage supplier and subcontractor relationships, procure materials and services, and administer commercial contracts. Lawful basis: performance of a contract, taking steps before entering into a contract and legitimate interests.
To improve our products, services, customer experience, website and internal processes. Lawful basis: legitimate interests.
To operate security measures, including CCTV where used for security, safety, crime prevention and incident investigation. Lawful basis: legitimate interests and, where applicable, legal obligation.
To send marketing communications about our products and services where we are permitted to do so. Lawful basis: consent where required by law, and in some business-to-business situations our legitimate interests, subject to your right to opt out.
To establish, exercise or defend legal claims, and to protect our business, staff, customers, premises and property. Lawful basis: legitimate interests and legal obligation where applicable.

5. Who we share personal information with

We may share personal information where necessary with the following categories of recipient:

Our employees, installers, surveyors, designers and administrative staff who need the information to perform their roles.
Subcontractors, fitters, electricians, plumbers, decorators, templaters, delivery providers and other service providers involved in your project.
Suppliers and manufacturers where necessary to source, make or deliver products and materials.
Professional advisers such as accountants, insurers, auditors and legal advisers.
IT, hosting, software, communication and document management providers.
Payment service providers and finance providers where relevant.
Developers, landlords, tenants, main contractors, architects, interior designers, property managers and other parties connected with a project where necessary.
Regulators, law enforcement agencies, courts, insurers or other authorities where required by law or where necessary to protect our legal rights.

We do not sell personal information to third parties for their own marketing purposes.

6. International transfers

We are based in the United Kingdom. Some of our service providers may process personal information outside the UK. Where this happens, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual safeguards, as required by UK data protection law.

7. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, tax, insurance, warranty, complaint-handling and record-keeping requirements. Retention periods may vary depending on the type of information and the nature of the relationship.

General enquiries and quotations that do not proceed: usually up to 24 months from last contact.
Customer and project records: typically for the duration of the contract and for a period afterwards where reasonably necessary for warranty, limitation, complaint or legal purposes.
Invoices and financial records: for as long as required by applicable tax and accounting laws.
Marketing records: until you withdraw consent or opt out, or until we decide the information is no longer required.
CCTV footage: usually for a limited period and then automatically overwritten unless needed for an investigation, complaint or legal issue.

8. Data security

We take appropriate technical and organisational measures to protect personal information against accidental or unlawful loss, misuse, alteration, unauthorised disclosure or access. These measures may include access controls, password protection, secure storage, staff training, role-based access, supplier due diligence and secure disposal procedures.

9. Marketing

If you are a consumer, we will send you direct marketing only where we have your consent or are otherwise permitted by law. If you are a business contact, we may send you information about relevant products or services where permitted by law and subject to your right to opt out at any time. You can ask us to stop marketing by using the unsubscribe option in our messages or by contacting us using the details in this Privacy Policy.

10. Website, cookies and analytics

If you use our website, we may collect technical information and usage data through cookies and similar technologies. Where required by law, we will ask for your consent before using non-essential cookies. You should also review any separate cookie notice or settings tool available on our website for more information.

11. CCTV

Where CCTV is in operation at our premises or other monitored locations, it is used for security, safety, crime prevention and incident investigation. Signage will be displayed where appropriate. We retain footage for a limited period unless it is required for an investigation, complaint or legal matter.

12. Your rights

Subject to applicable law, you may have the right to request access to your personal information, request correction of inaccurate or incomplete information, request erasure, request restriction of processing, object to processing, request transfer of certain information to you or another organisation, and withdraw consent where we rely on consent. These rights are not absolute and may not apply in every case.

To exercise your rights, please contact us using the details set out above. We may need to request information to verify your identity before responding.

13. Complaints

If you have a concern about how we handle personal information, please contact us first and we will try to resolve it. You also have the right to complain to the Information Commissioner’s Office if you believe that your data protection rights have been breached.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be made available on our website or provided on request.

15. Business information to complete before use

Replace all placeholders such as [Business Name], [Registered Address], [Email Address] and [Telephone Number].
Confirm your actual retention periods, especially for quotations, customer files, CCTV and website analytics.
Confirm whether you use finance providers, call recording, cloud software hosted outside the UK, and any third-party marketing tools.
Add any sector-specific details relevant to your operations, for example showroom CCTV, home visits, trade account management or warranty administration.
Ensure your website cookie banner and any separate cookie notice match what you actually use.