Privacy Policy
Last updated: 16 May 2026
Who we are
FloorScapes is a wholesale-only flooring wholesale platform for engineered wood flooring and luxury vinyl tiles. This policy explains how we handle personal information from website visitors, business applicants, approved users, administrators and customer contacts.
Privacy enquiries should be sent to sales@floorscapes.co.uk.
Information we collect
- Business application details, including contact name, business name, email, phone, company number, VAT number, business type, address, postcode, products of interest and notes.
- Account and portal details, including login email, hashed password, password setup tokens, account status, last login time, quote requests, order requests, payment requests and uploaded purchase order documents.
- Administrative records, including internal review notes, audit/activity logs and account change requests.
- Customer communications, including website enquiries, account messages, email replies and customer-facing notes linked to applications, quotes or orders.
- Technical information needed for security, sessions, form protection, fraud prevention, service operation and troubleshooting.
How account data is stored
FloorScapes stores account and order data in its website database and related secure file storage. Passwords are not stored in plain text; they are stored as password hashes. Password setup links use one-time tokens with expiry dates. Uploaded documents are stored so FloorScapes can review applications, purchase orders, account changes and project records.
Access to admin tools is limited by admin user role. Customer-facing account users can access their own account, quote, order, payment and document information only. Internal notes are kept separate from customer-facing notes.
How we use information
- To review and manage business account applications.
- To verify business applicants, including Companies House checks where a company number is provided.
- To provide the logged-in account portal, product pricing, quote requests, orders, payment requests and document uploads.
- To respond to enquiries and send service emails about applications, account onboarding, quotes, orders, payment requests and account access.
- To keep the website, accounts and admin tools secure.
- To maintain business records for accounting, tax, dispute handling, customer support and service improvement.
Lawful bases
We process business application, quote, order, payment, communication and account information because it is necessary to take steps before entering into a business relationship, to manage a business contract, to comply with legal obligations, and for legitimate interests such as account administration, fraud prevention, security, customer support and business record keeping.
Who we share information with
We may share information with hosting providers, email providers, payment or banking services, professional advisers, regulators where required, and public verification services such as Companies House. Customer-facing pages and emails do not display internal-only notes.
How long we keep information
We keep account, quote, order, invoice, payment, communication and audit records for as long as needed to provide the business service, resolve disputes, meet tax/accounting obligations and maintain security. Unsuccessful business applications may be retained for a reasonable period for audit and fraud-prevention purposes, then deleted or anonymised.
Your rights
Under UK data protection law, you may have rights to access, correct, delete, restrict or object to use of your personal information, and to complain to the Information Commissioner's Office. Some rights may be limited where we need to keep business, legal, security or accounting records.