Privacy Policy

Last updated: 4 November 2026

Who we are

Vision Interiors provides kitchen, furniture and fitted joinery refinishing services. We are based in Hatfield, Hertfordshire, United Kingdom.

This policy explains how we handle personal information collected through our website, enquiries, customer communications and services, including our use of TradePA and QuoteCraft.

Vision Interiors is responsible for deciding how this information is used.

Email: info@vsninteriors.co.uk
Website: https://vsninteriors.co.uk

Information we collect

Depending on your interactions with us, we may collect:

Your name, email address, telephone number and project address.
Project descriptions, measurements, preferences, budgets and proposed dates.
Photographs and attachments you provide.
Emails, WhatsApp messages and other correspondence.
Consultation and appointment details.
Quotations, invoices, approvals, signatures and payment status.
Records of when quotations are viewed or accepted.
Marketing preferences and consent records.
Website usage and device information collected through cookies and similar technologies, as explained in our Cookie Policy.

We receive information directly from you, through enquiry forms and booking services, and through the communication and business systems we use.

How we use your information

We use relevant information to:

Respond to enquiries and discuss your project.
Prepare estimates, quotations and invoices.
Arrange consultations and appointments.
Deliver our services and manage customer relationships.
Record approvals, payments and project progress.
Handle questions, complaints and warranty enquiries.
Maintain business records and protect our legal rights.
Secure and improve our website and business systems.
Send marketing communications where permitted and according to your preferences.

Providing certain information is necessary for us to prepare a quotation, arrange a visit or carry out your project. Without it, we may be unable to provide the requested service.

Our lawful bases

We rely on the following lawful bases where applicable:

Contract: to take steps you request before entering a contract and to fulfil our agreements with you.
Legitimate interests: to manage enquiries, provide customer service, maintain appropriate business records, improve our services and protect our systems and legal rights.
Legal obligations: to meet applicable accounting, tax and other legal requirements.
Consent: where required for marketing, non-essential cookies or other specific activities.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that was lawful before you withdrew consent.

Customer enquiries, WhatsApp and TradePA

We use TradePA, our internal customer management system, to manage enquiries, conversations, quotations and consultation bookings.

Relevant contact details, project information, WhatsApp messages, photographs, attachments and appointment details may be stored alongside your customer record.

WhatsApp communications are processed through Meta’s WhatsApp Business Platform. We also use providers for hosting, data storage and appointment scheduling.

Where AI-assisted drafting is enabled, relevant conversation text and project details may be sent to OpenAI’s API to help prepare proposed replies. A person reviews and sends these replies.

We do not use this AI drafting feature to make decisions that determine your eligibility for our services.

You can ask us to use another available communication method. To stop WhatsApp marketing messages, reply STOP or email us.

Quotations, invoices and QuoteCraft

We use QuoteCraft to prepare and manage quotations, invoices, customer approvals and follow-ups.

It stores relevant contact details, project addresses, project descriptions, prices and correspondence. It may also record when a quotation is viewed, accepted or signed, and its payment status.

Online card payments are processed by Stripe. We do not receive or store your full card details. Bank transfer is also available.

Relevant quotation and invoice information may be shared with TradePA to maintain our customer records and track project progress.

This policy covers Vision Interiors’ use of QuoteCraft for our customers. It does not describe how other businesses using QuoteCraft handle their customers’ information.

Who we share information with

We share relevant information where necessary with service providers supporting our business, including:

Meta and WhatsApp for messaging.
Microsoft for email services.
Calendly for consultation scheduling.
OpenAI for AI-assisted reply drafting when enabled.
Hosting, database and technical support providers operating our website, TradePA and QuoteCraft.
Stripe for online payment processing.
Professional advisers where required for accounting, insurance or legal matters.

Providers processing information on our behalf are required to protect it and use it for the agreed purposes. Some providers also act independently for particular activities, as explained in their own privacy notices.

We may disclose information when legally required, to protect legal rights, or as part of a business sale or restructuring, subject to applicable safeguards.

We do not sell your personal information.

International processing

Some service providers may process personal information outside the United Kingdom.

Where UK data protection law requires safeguards for an international transfer, we must ensure an appropriate transfer mechanism is in place. This may include UK adequacy regulations or approved contractual safeguards.

How long we keep information

We keep personal information for as long as reasonably necessary for the purpose for which it was collected.

When deciding retention periods, we consider:

Whether your enquiry or project remains active.
Whether information is needed for customer support or warranty matters.
Applicable accounting and tax requirements.
The need to establish, exercise or defend legal claims.
Your marketing preferences and any deletion request.

We review information and delete or anonymise it when it is no longer needed. Certain records may need to be retained after a project ends or after you request deletion.

Your rights and deletion requests

Depending on the circumstances, you may have the right to:

Access your personal information.
Correct inaccurate or incomplete information.
Request deletion.
Restrict or object to certain processing.
Receive certain information in a portable format.
Withdraw consent where processing relies on consent.

To make a request, email info@vsninteriors.co.uk. For deletion requests, use the subject “Personal data deletion request” and provide enough information for us to locate your records.

We may need to verify your identity. We will respond within the applicable legal timeframe and explain if an exemption or retention obligation applies.

Cookies and tracking

Our website uses cookies and similar technologies. Please see our separate Cookie Policy for details about their purposes and how to manage your preferences.

Where required, we ask for consent before using non-essential cookies. You can change your preferences through the website’s cookie settings.

Security

We use appropriate technical and organisational measures to help protect personal information against unauthorised access, loss, misuse and alteration.

Access to customer information is limited according to business needs. However, no online service or transmission method can be guaranteed completely secure.

Contact and complaints

If you have questions or concerns about your personal information, contact:

Vision Interiors
Hatfield, Hertfordshire, United Kingdom
Email: info@vsninteriors.co.uk

You can also complain to the UK Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/

Changes to this policy

We may update this policy when our services, systems or legal obligations change. The latest version will be published on this page with an updated revision date. Where required, we will provide additional notice of significant changes.