Who is responsible
James Mackenzie Flooring is the controller responsible for your personal information. For privacy questions or requests, email Info@jamesmackenzieflooring.com or call 07948 604069.
What we collect
We use information you give us by phone, email, website forms or our optional AI adviser. This can include your name, contact details, address and postcode, room measurements, flooring choices, appointment preferences, messages, photographs and quote or order details. Required form fields are marked; without the details needed for your request, we may be unable to respond or arrange the job.
Our website and service providers also process technical information, such as IP addresses, browser information, security checks and error logs, to deliver and protect the service. We do not take online payments on this website.
Why we use it and our lawful bases
- Quotes, measures and orders: to take steps you request before a contract and to perform a contract, including arranging your job and communicating with you.
- General enquiries and optional AI help: our legitimate interests in answering questions and helping customers choose suitable flooring. You can contact us directly instead of using AI.
- Website security, business administration and disputes: our legitimate interests in preventing misuse, keeping relevant records and establishing or defending legal claims.
- Legal and accounting requirements: to meet applicable legal obligations.
Sending an enquiry is not consent to unrelated marketing.
Optional AI adviser and room visualiser
The adviser uses Anthropic's AI service. Your messages and conversation summaries, including any contact details you enter, are sent to Anthropic to generate replies. A measure request made through the adviser is emailed to us using Resend, with a confirmation copy where an email address is provided.
If you choose a photo for the room visualiser, a small copy is sent through our website to Anthropic to estimate the floor's position. Floor-detection software also runs on your device, downloading software and model files from jsDelivr and Hugging Face. Those downloads expose normal connection information, such as your IP address, to the providers. The visualiser does not save your photo in our website's order storage.
Please do not enter sensitive personal information in chat or include people, private documents or unnecessary personal details in room photos. You can phone or email us instead. AI suggestions are a guide: they do not confirm a price, order or appointment. James confirms arrangements with you; we do not use these tools to make solely automated decisions with legal or similarly significant effects on you.
Anthropic's published standard API policy is to delete inputs and outputs within 30 days, with exceptions including legal requirements, misuse investigations and different agreed service arrangements. This is not a promise of immediate deletion. See Anthropic's retention information.
Who handles your information
Cloudflare hosts and protects the website, including spam checks and saved website records. Resend delivers form, quote and confirmation emails. Our email and telephone service providers handle our correspondence. Anthropic processes information used in the AI features. If we send appointment or quote text messages through the website's SMS service, Twilio handles delivery.
Where necessary for your job or our legal obligations, relevant information may also be shared with delivery providers, suppliers, professional advisers or public authorities. We limit this to what is needed for the purpose.
Information may be processed outside the UK, including in the United States. The published data-processing terms for Cloudflare, Resend and Anthropic provide contractual transfer safeguards, including Standard Contractual Clauses with the UK Addendum where required. These terms explain the safeguards and onward processing. Contact us for information about the safeguards relevant to your information or a copy of them.
How long information is kept
- Server baskets and shared-basket links: set to expire 30 days after being saved; saving again starts a new period.
- Website form-request backup copies: set to expire after 180 days. These are separate from the emails sent about your request.
- Enquiries, staff-saved quotes, job records, emails and photographs: retention depends on whether an enquiry is active, whether it becomes an order, any continuing customer-service need, and applicable accounting, legal or claims requirements. Staff-saved records and email copies do not have an automatic 12-month deletion rule. We keep information for these purposes only for as long as necessary.
- Provider logs and backups: separate provider retention and security requirements apply; the basket and form-copy expiry periods do not delete every provider copy. Contact us about a particular record.
Cookies and browser storage
We use local storage to remember your basket, basket identifier and fitting or delivery choices. This browser storage has no automatic time-based expiry. You can clear it in your browser's site-data settings; doing so does not remove emails or records already sent to us.
Chat messages and summaries are kept in session storage for your browser tab's session. Browser session-restore features may preserve them. The New chat button resets the conversation held by the chat interface; it does not erase information already sent to providers or emailed to us.
Staff-only sign-in cookies last up to eight hours. Cloudflare's security and spam checks process technical information to protect the site; see Cloudflare's privacy information. Our own browser storage supports the basket, chat and staff services you use rather than advertising. Optional visualiser software and model downloads start when you choose a photo for that feature.
Your rights
Depending on the circumstances, you can ask for access to your information, correction, erasure, restriction of use or a portable copy. These rights are not absolute: for example, we may need to retain information to meet a legal obligation or handle a legal claim.
You have the right to object to processing based on legitimate interests. Contact us using the details above to exercise your rights or raise a privacy concern.
You can also complain to the Information Commissioner's Office (ICO).