Privacy Policy

Last updated: 14 October 2026

This notice explains how Sofarooms uses personal information when you visit our website, contact us, request samples or a quotation, or order furniture and upholstery services.

Who is responsible for your information?

Paul and Cassie Kite trading as Sofarooms are responsible for the personal information described in this notice. Contact us about your information through our contact form, on 01392 424444, or at Unit 11b, Bakers Yard, Alphinbrook Road, Exeter EX2 8RG.

Information we collect

We collect the information you give us through our forms, email, telephone and showroom conversations. Depending on your enquiry or order, this may include your name, email address, telephone number, address, delivery details, correspondence, furniture requirements, measurements, fabric preferences, budget, timescale and photographs or files you choose to provide.

Our general enquiry form requires your email address and message so that we can respond. Other forms identify their required fields. Please avoid including unnecessary personal information about yourself or other people, or sensitive information such as health details.

Website and security services may also process technical information, such as your IP address, browser and device details, the page requested and the time of your visit.

Why we use your information

• Enquiries, samples and quotations: to respond to your request and discuss your requirements. Where you ask us to take steps towards an order, the basis is taking steps at your request before entering a contract. For other enquiries, it is our legitimate interest in answering questions about our business.
• Orders and services: to arrange your order, delivery, appointments and customer support, on the basis of performing our contract with you.
• Accounts and legal requirements: to maintain records and meet applicable tax and other legal obligations.
• Security and disputes: to prevent spam and misuse, protect our systems and handle complaints or legal claims, based on our legitimate interests in protecting our business and customers, or a legal obligation where applicable.

We send replies and updates about enquiries and orders. We do not send promotional emails or newsletters.

Who receives your information?

Information may be handled by people and service providers who need it to respond to your enquiry or fulfil your order, including website hosting and support, email and IT providers, relevant suppliers, delivery providers, accountants and professional advisers. We may also disclose information where required by law or to establish or defend legal claims.

Our website host is AFWD and our email provider is Microsoft. They process information as needed to provide their respective services. Any additional providers involved in an order receive only information needed for their role.

Our website uses WordPress and Fluent Forms to receive enquiries. Form entries can be stored in the website database and handled through email notifications.

Google Maps and spam protection

Our pages contain embedded Google Maps to help you locate the showroom. When a map loads, your browser connects to Google, which can receive information including your IP address and browser details. Google may also use cookies or similar technologies. See Google’s privacy policy for information about its processing and your choices.

Our enquiry forms include Cloudflare Turnstile to help distinguish genuine visitors from automated requests. When this service runs, Cloudflare processes technical browser, device and network information for security checks. See Cloudflare’s privacy policy and Turnstile addendum.

Cookies and similar technologies

Cookies and similar technologies can support website functions, security and embedded services. Your browser settings allow you to manage or remove cookies, although blocking them may affect some features.

The embedded Google Maps service and Cloudflare security checks described above may process information when they load. Cookie use can depend on your browser settings and whether you are signed in to a third-party service. Their linked privacy notices explain their technologies and controls. Browser cookie settings do not prevent every connection to an external service.

International processing

Microsoft, Google and Cloudflare operate internationally, and information handled by their services may be processed outside the UK, including in the United States. Their notices describe the applicable international transfer arrangements, including adequacy frameworks or contractual safeguards where relevant. See Microsoft’s privacy statement and the Google and Cloudflare notices linked above. Contact us for further details about the providers involved in your enquiry or order and the transfer safeguards applicable to your information.

How long we keep information

Our retention policy is based on why we need the information:

• Enquiries that do not become orders: we retain personal information for 12 months after the last meaningful contact, unless an active request or dispute requires it for longer. This period applies to website form entries, attachments and email copies.
• Orders and accounting records: we retain necessary records for applicable tax requirements. VAT records generally need to be kept for at least six years. Self-employed business records must normally be retained for at least five years after the 31 January submission deadline for the relevant tax year. We follow whichever applicable requirement ends later, including any longer requirement arising from an enquiry by HMRC.
• Frame guarantees: for an applicable 25-year guarantee, we retain only the information needed to identify the original customer, purchase, covered product and guarantee for its duration. Other correspondence and photographs are not kept for 25 years solely because a guarantee exists.
• Complaints or legal claims: we retain relevant information while needed to resolve the matter and meet applicable legal requirements, reviewing the need rather than retaining it indefinitely.

Our policy is to review records at least annually and remove information no longer needed. Backup copies may remain until overwritten under the relevant provider’s recovery cycle. Contact us for details about deletion and backup handling for your information.

Your rights

Depending on the circumstances, you can ask to access your personal information, correct inaccuracies, delete information, restrict its use or receive a portable copy. These rights are subject to legal conditions and exemptions.

You can object to processing based on legitimate interests. You can object to direct marketing at any time. Where processing relies on your consent, you can withdraw that consent without affecting the lawfulness of earlier processing.

Use our contact form to make a request. We may need proportionate information to verify your identity. Requests are normally free and should be answered within one month, subject to applicable extensions or other rules; we will explain if these apply.

Questions or complaints

Please contact us if you have questions or concerns about your information. You also have the right to complain to the Information Commissioner’s Office (ICO).

Changes to this notice

We will update this notice when our practices or relevant requirements change. The date above shows when this notice was last updated.