Privacy Policy

Last updated: [Insert date]

This Privacy Policy explains how The Extra Room Company / The Extra Room Co. (“we”, “us”, “our”) collects, uses, and protects personal data when you use our website or contact us.

1. Who We Are

  • Business: The Extra Room Company / The Extra Room Co.

  • Email: info@theextraroom.co.uk

  • Phone: 0330 133 3104

  • Location: Edinburgh, UK

2. What Data We Collect

Depending on how you interact with us, we may collect:

  • Contact details: name, email, phone number, address/postcode

  • Project details: preferred model, size, budget range, site photos, requirements

  • Communications: messages sent through forms, email, phone logs/notes

  • Technical data: IP address, device/browser info, pages visited (via cookies/analytics)

3. How We Collect Data

  • When you submit forms (e.g., booking request or enquiry forms)

  • When you email/call us

  • Through cookies and analytics tools on our website (see Cookies Policy)

4. How We Use Your Data

We use personal data to:

  • Respond to enquiries and provide quotes

  • Arrange surveys, consultations, and installation services

  • Send relevant updates about your enquiry or project

  • Improve our website and services

  • Keep records for accounting and legal purposes

5. Legal Bases for Processing

We process your data under one or more lawful bases:

  • Contract: to provide quotes/services you request

  • Legitimate interests: running our business, responding to enquiries, improving services

  • Consent: where you opt in (e.g., marketing cookies or email marketing)

  • Legal obligation: invoicing, tax, compliance duties

6. Marketing

We may contact you about your enquiry and related services. If we send marketing emails, you can opt out at any time via the unsubscribe link or by emailing info@theextraroom.co.uk.

7. Sharing Your Data

We may share data with trusted providers only where needed, such as:

  • Website hosting and form providers (e.g., WPForms)

  • Email/communication tools

  • Payment/invoicing services

  • Delivery/installation partners (where relevant)
    We do not sell personal data.

8. Data Storage and Security

We use reasonable technical and organisational measures to protect data. However, no online system is 100% secure.

9. Data Retention

We keep personal data only as long as necessary:

  • Enquiries and quotes: typically retained for a reasonable business period

  • Contract and invoicing records: retained as required by tax/legal rules
    (You can request deletion where appropriate.)

10. Your Rights

You may have rights to:

  • Access your data

  • Correct inaccurate data

  • Request deletion

  • Restrict or object to processing

  • Data portability (where applicable)

  • Withdraw consent (where processing is based on consent)

To exercise rights, contact info@theextraroom.co.uk.

11. International Transfers

If any of our service providers store data outside the UK, we ensure appropriate safeguards (such as contractual protections) are used.

12. Children’s Data

Our services are not intended for children, and we do not knowingly collect children’s data.

13. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will be posted on our website.

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