Privacy policy

Privacy Policy

This privacy policy explains how UK Trade Furnishings Limited, trading as Canopy Flooring, collects, uses, shares and protects your personal data when you visit https://canopyflooring.co.uk/, buy from us, open a trade account, contact us or receive marketing from us. We may update this policy from time to time. The date at the end shows when it was last changed.

1. Who we are and how to contact us

Controller

UK Trade Furnishings Limited is the controller responsible for your personal data (referred to as "Canopy Flooring", "we", "us" or "our" in this policy). We are registered in England and Wales, company number 08424072, with our registered office at No.1 Canal Place, Leeds, LS12 2DU. We are registered with the Information Commission's Office (ICO) under registration number ZA400635.

Data protection contact

If you have any questions about this policy, want to exercise your rights or want to make a complaint about how we have handled your personal data, please contact our data protection team:

Other privacy notices

Please read this policy together with any other privacy information we give you when we collect your personal data for a specific purpose, for example when you apply for finance or a trade account.

Our websites are not intended for children and we do not knowingly collect data relating to children.

2. The personal data we collect

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer the following kinds of personal data:

  • Identity data: first name, last name, title and, for trade customers, your job title and company.
  • Contact data: billing address, delivery address, email address and telephone numbers.
  • Financial data: when you pay by card, digital wallet, PayPal or Klarna, your payment details go straight to our payment provider, not to us. We never see or store your full card number. We only receive what we need to match the payment to your order, such as the payment method, card type, the last four digits of your card and whether the payment went through. If you pay by phone, our team enters your card details directly into our payment provider's secure system. For trade accounts, and occasionally to make a refund, we may also hold bank account details that you give us.
  • Transaction data: details of orders, samples, quotes, payments, deliveries, returns and refunds.
  • Account data: your website login details, order history, saved baskets and preferences.
  • Communications data: emails, live chat messages, enquiry forms, reviews and recordings of telephone calls with our sales and customer service teams.
  • Technical and usage data: IP address, browser type and version, device and operating system, time zone and location setting, and how you use our website, collected through cookies and similar technologies.
  • Marketing data: your preferences for receiving marketing from us and how you interact with our emails and messages.

We do not collect any special categories of personal data about you (details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health, genetic or biometric data), nor any information about criminal convictions and offences.

If you do not provide personal data

We need some personal data to take and deliver your order or to set up a trade account. If you do not provide it, we may not be able to complete the order or contract. We will tell you at the time if that is the case.

3. How we collect your personal data

  • Directly from you when you place an order or request samples, create an account, apply for a trade account or finance, contact us by phone, email or chat, sign up for marketing, enter a competition or survey, or leave a review.
  • Automatically when you use our website, through cookies and similar technologies. See our Cookies page for details.
  • From third parties, including payment and finance providers (for example confirmation that a payment or finance application has been approved), credit reference agencies when you apply for a trade account, marketplaces where you buy our products (such as B&Q), analytics and advertising providers, and publicly available sources such as Companies House.

4. Information about other people

If you place an order for delivery to someone else, for example a tradesperson ordering for a client, you will give us that person's name, delivery address and telephone number. We use this information only to deliver the order and deal with any delivery queries, and we share it only with our delivery partners. We do not use it for marketing. By providing it, you confirm that you are entitled to share it with us and that you have told the person you are doing so and where they can find this policy.

5. How we use your personal data

We will only use your personal data when the law allows us to. The table below sets out what we use it for and the lawful basis we rely on. We may rely on more than one lawful basis depending on the purpose. Please contact us if you need details of the specific basis for a particular purpose.

Purpose

Types of data

Lawful basis

To register you as a customer, open a website or trade account and manage it

Identity, Contact, Account

Performance of a contract with you

To process, deliver and support your order or sample request, including payments, refunds, returns and recovering money owed

Identity, Contact, Financial, Transaction, Communications

(a) Performance of a contract with you
(b) Legitimate interests (to recover debts due to us)

To decide whether to offer you a trade credit account, including credit checks

Identity, Contact, Financial

(a) Performance of a contract with you
(b) Legitimate interests (to manage credit risk)

To help you apply for finance through our finance provider

Identity, Contact, Transaction

Performance of a contract with you, or steps you ask us to take before entering into one

To answer your enquiries and handle complaints, including recording calls for training, quality and to keep an accurate record

Identity, Contact, Communications, Transaction

(a) Performance of a contract with you
(b) Legitimate interests (to provide good service, train staff and resolve disputes)

To send you marketing about our products, offers and events

Identity, Contact, Technical, Usage, Marketing

(a) Consent, where required for email and text marketing
(b) Legitimate interests (to develop our products and grow our business)

To ask you to leave a review or take part in a survey

Identity, Contact, Transaction

Legitimate interests (to understand and improve our service)

To measure and improve our website and advertising, using cookies and similar technologies

Technical, Usage

Consent for non-essential cookies; legitimate interests for strictly necessary cookies

To run, protect and secure our business and websites, including preventing fraud, troubleshooting, testing, system maintenance, support, reporting and hosting of data

Identity, Contact, Technical, Transaction

(a) Legitimate interests (running our business, IT services, network security, fraud prevention, and any business reorganisation)
(b) Compliance with a legal obligation

To manage our relationship with you, including telling you about changes to our terms or this policy

Identity, Contact, Marketing

(a) Performance of a contract with you
(b) Compliance with a legal obligation
(c) Legitimate interests (keeping our records up to date)

To keep accounting and tax records and meet other legal and regulatory requirements

Identity, Contact, Financial, Transaction

Compliance with a legal obligation

Marketing

You will receive marketing from us if you have asked for information from us or bought from us and have not opted out, or if you have given your consent. You can opt out at any time by using the unsubscribe link in any email or message, or by contacting us. Opting out of marketing does not affect messages we need to send about your orders or account.

We will get your express opt-in consent before we share your personal data with any company outside UK Trade Furnishings Limited for its own marketing purposes.

Cookies

We only use non-essential cookies, such as analytics and advertising cookies, if you agree to them. You can change or withdraw your consent at any time through the cookie settings on our website. For more information about the cookies we use, please see our Cookies page.

Change of purpose

We will only use your personal data for the purposes we collected it for, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use it for an unrelated purpose, we will tell you and explain the legal basis for doing so. We may process your personal data without your knowledge or consent where this is required or permitted by law.

6. Automated decisions

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. Our payment providers use automated fraud checks when you pay, and payment and finance providers such as Klarna and our retail finance provider use automated checks to decide whether to offer you their products. Those providers explain how they make those decisions in their own privacy notices, and you can ask them for a human review.

7. Who we share your personal data with

We share personal data only where we need to for the purposes in section 5. The people and organisations we share it with are:

  • Service providers who act on our instructions (processors), including website hosting and development partners, IT, security and cloud service providers, order management and warehouse system providers, delivery partners (pallet networks, parcel carriers and sample couriers), customer relationship management, email, telephone and live chat providers, review and survey platforms, and analytics providers. They may only use your personal data to provide services to us and must keep it secure.
  • Payment and finance providers, including Stripe, PayPal, Klarna, Amazon Pay and, for finance, V12 Retail Finance Limited and its lender Secure Trust Bank PLC (trading as V12 Retail Finance), who process your data to take payments, prevent fraud and assess finance applications. They act as independent controllers under their own privacy notices.
  • Product Partnerships Limited, our principal for consumer credit broking, where you apply for finance or make a complaint about it (see section 9).
  • Advertising and social media platforms, such as Google, Meta (Facebook and Instagram), Microsoft, TikTok and Pinterest, and our affiliate networks, where you have agreed to the relevant cookies. Some of these act as independent or joint controllers.
  • Marketplace operators, where you buy our products through a marketplace such as B&Q, to fulfil and support your order.
  • Credit reference agencies, when you apply for a trade credit account.
  • Professional advisers, including lawyers, bankers, auditors, insurers and HR advisers.
  • HM Revenue & Customs, regulators, law enforcement and other authorities, where we are required to by law.
  • Buyers or investors, if we sell, transfer or merge any part of our business or assets. The new owner may use your personal data in the same way as set out in this policy.

We require all service providers to respect the security of your personal data and to treat it in line with the law. We do not allow them to use your personal data for their own purposes. You can ask us for a list of the named service providers we use by contacting our data protection team.

8. Klarna

In order to offer you Klarna's payment methods, we might in the checkout pass your personal data in the form of contact and order details to Klarna, in order for Klarna to assess whether you qualify for their payment methods and to tailor those payment methods for you. Your personal data transferred is processed in line with Klarna's own privacy notice.

9. Retail finance (V12)

We act as a credit broker, not a lender. UK Trade Furnishings Limited is an appointed representative of Product Partnerships Limited, which is authorised and regulated by the Financial Conduct Authority (firm reference number 626349).

If you choose to pay using finance, we pass your name, contact details and order details to V12 Retail Finance Limited, a credit broker authorised and regulated by the Financial Conduct Authority (firm reference number 679653), so you can apply. Your application is passed to V12 through a finance application service run for us by Imega (NewDay Technology Limited), which deletes your application data within 7 days.

V12 Retail Finance Limited introduces you to its parent company and lender, Secure Trust Bank PLC, which trades as V12 Retail Finance. V12 Retail Finance Limited and Secure Trust Bank PLC will carry out identity and credit checks with credit reference agencies, which will leave a record on your credit file, and will decide whether to offer you finance. They act as independent controllers and process your personal data in line with V12 Retail Finance's privacy statement.

V12 tells us whether your application has been approved, declined or cancelled so we can process your order. We do not receive the details of your credit checks.

Because we are an appointed representative, we share information about finance applications, related orders and any complaints with Product Partnerships Limited so that it can meet its regulatory obligations, for example by reviewing customer files and handling complaints. Product Partnerships Limited may also contact you to ask about your experience. It acts as an independent controller.

10. International transfers

Some of our service providers are based outside the UK, or use servers or support teams outside the UK, mainly in the European Economic Area (EEA), the United States and Canada, with some development and support partners elsewhere. Whenever we transfer your personal data outside the UK, we make sure it is protected in one of the following ways:

  • the country has been found by the UK government to provide adequate protection for personal data (this includes the EEA and Canada);
  • for transfers to the United States, the recipient is certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge); or
  • we use the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses approved for use in the UK.

Please contact our data protection team if you would like more information or a copy of the safeguards we use.

11. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have procedures to deal with any suspected personal data breach and will notify you and the ICO of a breach where we are legally required to do so.

12. How long we keep your personal data

We keep personal data only for as long as necessary for the purposes we collected it for, including to meet legal, accounting and reporting requirements. To decide how long to keep it, we consider the amount, nature and sensitivity of the data, the risk of harm from unauthorised use or disclosure, the purposes for which we process it, whether we can achieve those purposes by other means, and the applicable legal requirements.

We generally keep customer and order records for six years after our relationship with you ends, and invoices and accounting records for seven years. Marketing data is kept until you opt out or it is no longer up to date. We review the personal data we hold regularly and delete or anonymise it once it is no longer needed for these purposes.

In some circumstances you can ask us to delete your data. See section 13.

13. Your rights

Under data protection law you have the right to:

  • Access your personal data (a "subject access request") and receive a copy of it.
  • Correct personal data that is incomplete or inaccurate.
  • Erase your personal data where there is no good reason for us to keep using it. We may not always be able to delete it, for example where we must keep it for legal reasons. We will tell you if that applies.
  • Object to our use of your personal data where we rely on legitimate interests, and to direct marketing at any time.
  • Restrict our use of your personal data, for example while we check its accuracy or consider an objection.
  • Transfer personal data you have given us to you or to another organisation in a structured, commonly used, machine-readable format, where we rely on consent or contract and the processing is automated.
  • Withdraw consent at any time where we rely on consent. This does not affect anything we did before you withdrew it.

To exercise any of these rights, please contact our data protection team using the details in section 1.

No fee usually required. You will not normally have to pay a fee. We may charge a reasonable fee, or refuse to comply, if a request is clearly unfounded or excessive.

What we may need from you. We may need to ask for information to confirm your identity before we act on a request, and we may ask you to clarify what you are looking for. If we need clarification, the time limit is paused until you reply.

Time limit to respond. We respond to requests within one month. If a request is complex or you have made a number of requests, it may take up to two further months. We will tell you if that is the case and keep you updated. When searching for your data, we carry out reasonable and proportionate searches.

14. Complaints

If you are unhappy with how we have used your personal data or handled a request, please tell us first so we can put it right. You can complain by email, post, telephone or through our contact form using the details in section 1. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you informed and tell you the outcome.

You also have the right to complain to the Information Commission, the UK regulator for data protection, through the Information Commission's Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113. The ICO will normally expect you to have raised your complaint with us first.

15. Links to other websites

Our websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

16. Keeping your information up to date

It is important that the personal data we hold about you is accurate and current. Please let us know if your personal data changes during your relationship with us.

This policy was last updated on 5th October 2026.