Privacy notice
This notice explains how we use personal information. It covers people who enquire or buy from us, and business contacts we email. We sell to businesses only.
1. Who we are
The controller is Sonny Ramsay, trading as Stillroom Workspace ("we", "us"). You can contact us by email at sonnyramsay88@gmail.com or by post at 177 South End Road, Rainham, RM13 7XX.
2. What we collect, and where it comes from
| Information | Examples | Where it comes from |
|---|---|---|
| Enquiry details | Name, work email, phone number if you give one, company, site postcode, the product and quantity you ask about, timeline, site notes (floor, access, power), your message, and whether you ticked the updates box. | You, through the quote form, by email or by phone. |
| Customer records | Quotes, orders, delivery address, site contact details, correspondence, warranty claims, and the payer name and payment reference shown on our bank statement. | You, the manufacturer and our bank. |
| Business contact details | Business email address, company name and number, legal form, website, location, and a name and role if the company publishes them. We may also note a fact from the company's own website to use in a short opening line. | Public sources: company websites and OpenStreetMap. |
| Form technical data | The marketing source in the link you used (for example a campaign tag), how long the form was open, and spam checks. | Your browser, when you use the quote form. |
| Opt-out records | Email address and domain, the date and the reason. | You, when you opt out or object. |
Some business details come from OpenStreetMap. © OpenStreetMap contributors, available under the Open Database Licence.
We do not need special category data (such as health information). Please do not put it in site notes or messages. Giving us personal information is voluntary, but we cannot quote or deliver without the contact and site details we ask for.
3. Why we use it, and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Answering your enquiry, preparing a quote and, if you accept, taking payment, ordering, delivering and installing, and handling warranty claims. | Contract, or steps taken at your request before a contract (Article 6(1)(b)). Where the contract is with your employer, legitimate interests in dealing with its staff (Article 6(1)(f)). |
| Emailing business contacts at limited companies, limited liability partnerships and public limited companies about our products. | Legitimate interests (Article 6(1)(f)): finding business customers. See the note below this table. |
| Sending occasional updates to people who ticked the box on the quote form. | Consent (Article 6(1)(a)). You can withdraw it at any time. |
| Keeping a suppression list so that we do not contact you again after you opt out. | Legitimate interests (Article 6(1)(f)): honouring your request. |
| Protecting the site and forms from spam and abuse. | Legitimate interests (Article 6(1)(f)). |
| Keeping accounting and tax records. | Legal obligation (Article 6(1)(c)). |
Our marketing emails. We have considered whether emailing business contacts is fair to you. We only email business addresses at limited companies, limited liability partnerships and public limited companies. We send a short sequence of up to three emails. Each one says who we are, gives our address, and has a one-click unsubscribe link. If you object, we stop.
4. Who we share it with
- Cloudflare, which hosts this website.
- Google, whose email and spreadsheet tools (Gmail, Google Sheets and Google Apps Script) we use to manage enquiries, quotes, orders and email.
- The manufacturer, for customer orders only. It receives what it needs to deliver, install and handle warranty: the delivery address, the site contact's name and contact details, and site access notes.
- Our bank, for payments, and professional advisers and public authorities where the law requires.
We do not sell personal information, and we do not share it with anyone else for their own marketing.
5. Transfers outside the UK
Cloudflare and Google may process information in countries outside the UK, including the United States. Where they do, they rely on a lawful transfer mechanism, such as the UK's adequacy regulations (including the UK–US data bridge for certified US companies) or the International Data Transfer Addendum to standard contractual clauses. Ask us if you want more detail.
6. How long we keep it
| Who | How long |
|---|---|
| Customers | Six years from our last transaction with you, for accounting, tax and legal claims. |
| Enquirers and prospects | 24 months from our last contact with you, or until you opt out if that is sooner. |
| Suppression list | For as long as we need it to honour your opt-out. We keep only your email address and domain, the date and the reason. |
7. Your rights
You have the right to:
- be told how we use your information (this notice);
- see the information we hold about you;
- have inaccurate information corrected;
- have your information erased, in some circumstances;
- restrict how we use it, in some circumstances;
- receive information you gave us in a portable format, where we use it under contract or consent;
- object to our use of it where we rely on legitimate interests;
- withdraw consent at any time, where we rely on consent.
You have an absolute right to object to direct marketing. If you object, we stop, and we keep only the minimum needed to make sure we do not contact you again.
To use any of these rights, email sonnyramsay88@gmail.com. We reply within one month. We may need to check who you are first.
8. Marketing emails and how to opt out
We email only corporate subscribers (limited companies, LLPs and PLCs), as the Privacy and Electronic Communications Regulations (PECR) allow, and never sole traders or ordinary partnerships without their consent. Every marketing email has a one-click unsubscribe link. You can also email sonnyramsay88@gmail.com. When you opt out we delete the rest of your prospect record and keep your email address and domain on our suppression list, with the date and reason, so that we do not contact you again.
9. Automated processing
We give each enquiry a simple score, based on details such as quantity and timeline, to help us decide which to answer first. It does not decide whether we deal with you, and a person reviews every quote.
We may use software to help write a short opening line for a message, from facts published on your own website. A person approves each contact before we write to them.
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
10. Cookies
This website does not use cookies or similar technologies that store information on your device. We do not use advertising or tracking cookies. Our hosting provider, Cloudflare, processes visitors' IP addresses to deliver the site and protect it from attacks. We may also use Cloudflare Web Analytics, which counts visits without setting cookies.
11. Complaints
If you have a concern about how we have used your information, email sonnyramsay88@gmail.com. We will acknowledge it promptly and tell you the outcome. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. You do not have to contact us first.
12. Changes to this notice
We update this notice when our practices change. The version on this page is the current one.