Privacy Policy

Grafton Gregory Ltd trading as Richard Grafton Interiors

Last updated: August 2026

At Richard Grafton Interiors, we take the privacy and security of your personal information seriously.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and the rights you have in relation to your information.

Grafton Gregory Ltd trading as Richard Grafton Interiors (“Richard Grafton Interiors”, “RGI”, “we”, “us” or “our”) is the data controller responsible for your personal information.

Registered address:
The Ginnel
Montpellier Quarter
Harrogate
North Yorkshire
HG1 2RB

Email: enquiries@richardgraftoninteriors.com

  1. Information We May Collect

The information we collect will depend on your relationship with us and the services you ask us to provide.

This may include:

  • Your name
  • Home, project, billing and/or delivery address
  • Email address
  • Telephone number
  • Details about your property and project
  • Your design requirements and preferences
  • Information about your proposed or agreed budget
  • Products and services you are interested in or have purchased
  • Quotations, orders and invoices
  • Payment and transaction information
  • Details of communications and correspondence with you
  • Meeting notes and records of decisions or instructions
  • Drawings, photographs and other information relating to your property or project
  • Delivery and installation information
  • Feedback, reviews or complaints
  • Website usage information such as IP address, browser information and cookie data
  • Marketing preferences
  • Any other information you choose to provide to us that is relevant to your enquiry or project.

We aim to collect only the information that is reasonably necessary for the purposes described in this Privacy Policy.

  1. Enquiries & Potential Projects

When you contact us about our products or services, we may collect your contact details and information about your requirements.

This may happen when you:

  • Contact one of our showrooms
  • Telephone or email us
  • Submit an enquiry through our website
  • Visit us in person
  • Request information, samples or a quotation
  • Are referred to us by another person or business
  • Make an enquiry through another marketing or communication channel.

We use this information to understand your requirements, respond to your enquiry, recommend appropriate services or products, arrange appointments and prepare proposals or quotations.

Our lawful basis for this processing will generally be that it is necessary to take steps at your request before entering into a contract and/or that we have a legitimate interest in responding to and managing genuine business enquiries.

  1. Providing Our Design & Project Services

If you appoint Richard Grafton Interiors, we will use your personal information to provide and manage the services you have requested.

Depending on your project, this may include:

  • Interior design
  • Architectural design
  • Cabinetry and furniture design
  • Bathroom design
  • Product sourcing and procurement
  • Project management
  • Installation and delivery
  • Liaison with suppliers and trades
  • Preparing drawings, specifications, quotations and other project documentation
  • Managing client decisions, instructions and approvals
  • Managing project programmes and delivery dates
  • Communicating with you throughout your project.

We may keep records of discussions, decisions, changes and instructions to help us manage your project accurately.

Our lawful basis for this processing will normally be that it is necessary to perform our contract with you or to take steps at your request before entering into a contract.

We may also process certain information where it is necessary for our legitimate interests in managing our business, maintaining appropriate project records and protecting our legal and commercial interests.

  1. AI-Assisted Meeting Notes & Transcription

We may use AI-assisted note-taking and transcription technology, including Granola or similar services, during certain client, project, supplier or other business meetings.

We use these tools to help us:

  • Produce accurate meeting notes
  • Record important project discussions and decisions
  • Identify agreed actions
  • Reduce the need for extensive handwritten note-taking
  • Improve the consistency of our project records
  • Allow our team to concentrate more fully on the meeting itself.

Where we intend to use an AI note-taking or transcription tool during an in-person meeting, we will tell attendees before transcription begins.

If you would prefer us not to use AI-assisted transcription during your meeting, please tell the member of our team conducting the meeting and we will take notes in another way.

Information discussed during a meeting may be processed by the third-party technology provider operating the AI service on our behalf.

AI-generated transcripts and notes are not assumed to be accurate. A member of our team is responsible for reviewing relevant meeting information before it is relied upon as part of our project records.

Where appropriate, relevant reviewed meeting notes may then be retained within our normal client or project records.

We do not use AI meeting transcription to make solely automated decisions about clients that produce legal or similarly significant effects.

Our use of these tools does not replace our normal procedures for obtaining client approval of quotations, specifications, costs, drawings, orders or significant project changes.

  1. Orders, Procurement & Delivery

Where you purchase products or services from us, we will use your information to:

  • Prepare quotations
  • Process and manage orders
  • Arrange payment
  • Liaise with manufacturers and suppliers
  • Arrange deliveries
  • Coordinate installation
  • Manage warranties, replacements or returns
  • Keep you informed about your order
  • Resolve queries or issues.

We may need to share relevant information with suppliers, manufacturers, delivery companies, installers, tradespeople and other businesses involved in fulfilling your order or project.

We only provide information that is reasonably required for that purpose.

  1. Payments & Financial Information

We use your personal information where necessary to:

  • Issue invoices
  • Receive and allocate payments
  • Maintain financial records
  • Manage outstanding balances
  • Process refunds where applicable
  • Comply with tax, accounting and other legal obligations.

Payment information may be processed by third-party payment providers or financial institutions.

We do not retain complete payment-card information where payments are processed directly by an external payment provider.

We may retain invoices and transaction records for the period required by applicable tax, accounting and legal requirements.

  1. Communications With You

We may contact you by email, telephone or other appropriate methods in connection with your enquiry, order or project.

This may include:

  • Arranging appointments
  • Requesting information or decisions
  • Providing project updates
  • Confirming selections or instructions
  • Providing quotations and documentation
  • Updating you about products or deliveries
  • Resolving queries
  • Managing payments
  • Providing information relevant to the services you have requested.

These communications form part of our normal client and project management activities.

  1. Marketing

We may contact you about Richard Grafton Interiors’ projects, products, services, events or other news where:

  • You have asked to receive our marketing communications;
  • You have provided your consent; or
  • We are otherwise permitted to do so under applicable direct-marketing and data-protection laws.

You can unsubscribe from marketing communications at any time by using the unsubscribe link contained within an email or by contacting us at:

enquiries@richardgraftoninteriors.com

Stopping marketing communications will not affect essential communications relating to an active enquiry, order or project.

  1. Our Website & Cookies

When you use our website, we may collect technical information such as:

  • Your IP address
  • Browser type
  • Device information
  • Pages visited
  • How you interact with our website
  • Information collected through cookies or similar technologies.

We may use this information to:

  • Operate and secure our website
  • Understand how visitors use our website
  • Improve its performance and content
  • Measure the effectiveness of our marketing.

Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, will only be used where permitted and, where required, with your agreement.

Further information about the cookies used on our website should be available through our website cookie settings or cookie notice.

  1. Who We Share Personal Information With

We do not sell or rent your personal information.

Where necessary, we may share relevant personal information with trusted third parties who help us provide our services and operate our business.

These may include:

  • Product manufacturers and suppliers
  • Contractors, installers and tradespeople
  • Delivery and logistics providers
  • Payment providers and financial institutions
  • Accountants, legal advisers and other professional advisers
  • IT, software and cloud-service providers
  • Email and communication providers
  • Customer and project management technology providers
  • AI and meeting note/transcription technology providers
  • Website, analytics and marketing providers
  • Review platforms
  • Insurers
  • Government, regulatory or law-enforcement bodies where we are legally required to provide information.

Where a third party processes personal information on our behalf, we expect appropriate contractual, confidentiality and data-security arrangements to be in place.

  1. International Data Transfers

Some of the technology and service providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards required by applicable UK data-protection law are in place.

These may include transfers to countries recognised as providing an adequate level of data protection or the use of approved contractual safeguards.

Further information about safeguards applying to a particular service provider is available on request.

  1. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, contractual and regulatory requirements.

The appropriate retention period depends on the type of information and why we hold it.

For example:

  • Financial and transaction records will generally be retained for at least six years where required for tax, accounting or legal purposes.
  • Client and project records may be retained following completion of a project where reasonably necessary for warranty, contractual, legal or legitimate business purposes.
  • Marketing information will be retained until you unsubscribe or we determine that it is no longer appropriate to retain it.
  • Temporary working information produced by technology such as AI meeting transcription will not normally be treated as our permanent project record. Relevant information will be reviewed and, where appropriate, transferred into our normal project records.

When personal information is no longer required, we will take reasonable steps to securely delete, anonymise or otherwise dispose of it.

  1. How We Protect Your Information

We take reasonable organisational and technical measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Misuse
  • Alteration
  • Disclosure
  • Destruction.

Access to personal information is limited to employees, contractors and service providers who reasonably require it to perform their role or provide services to us.

No electronic system is completely secure, but we regularly consider the systems and processes we use to protect the information entrusted to us.

  1. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which we process your information, you may have rights including the right to:

  • Access personal information we hold about you.
  • Correct information that is inaccurate or incomplete.
  • Request deletion of your personal information in certain circumstances.
  • Request restriction of how we process your information in certain circumstances.
  • Object to certain processing, including processing based on legitimate interests.
  • Object to direct marketing at any time.
  • Request data portability in certain circumstances.
  • Withdraw consent where we rely upon consent as our lawful basis.

Not every right applies in every circumstance, and there may be legal reasons why we need to continue retaining or processing certain information.

If you wish to exercise any of your rights, please contact:

enquiries@richardgraftoninteriors.com

We may need to verify your identity before responding to your request.

We will respond within the timescales required by applicable data-protection law.

  1. Your Right to Object

You have the right to object to our processing of your personal information where we rely on legitimate interests as our lawful basis.

You also have an absolute right to object to your personal information being used for direct marketing.

To object, please contact:

enquiries@richardgraftoninteriors.com

  1. Complaints

If you have any concerns about how Richard Grafton Interiors handles your personal information, please contact us in the first instance so that we can try to resolve the matter.

Grafton Gregory Ltd t/a Richard Grafton Interiors
The Ginnel
Montpellier Quarter
Harrogate
North Yorkshire
HG1 2RB

Email: enquiries@richardgraftoninteriors.com

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.

Details of how to contact the ICO can be found on the ICO’s website.

  1. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, technology, services or legal obligations.

The latest version will always be published on our website and the date at the top of this Privacy Policy will show when it was last updated.

Where we introduce a significant new use of personal information, we will take appropriate steps to bring this to the attention of affected individuals.