TFS Document Management App Privacy Policy
Privacy Policy
The Furniture Superstore
Effective date: 13th October 2026
> Publication note: This draft covers the TFS document management app and its web version. Complete every bracketed field and confirm the described practices before publishing. If the public retail website also takes orders, enquiries, payments or uses marketing tools, add those activities before using this as its policy. Remove this note from the published version.
Who we are
Euro Trading (N/E) Limited, trading as The Furniture Superstore (“we”, “us” or “our”), is responsible for the personal information described in this policy.
- Business address: 26 Elswick Road, Armstrong Industrial Estate, Washington, Tyne & Wear, NE37 1LH
- Website: www.furniture-superstore.co.uk
- Privacy contact: info@furniture-superstore.co.uk
This policy explains how we handle information about customers whose paperwork is held in our document management service and staff who use that service.
Information we collect
We process the following information:
- Customer details: names, postal addresses, cities, postcodes and the salesperson assigned to a customer.
- Sales records and paperwork: invoice numbers, order items, quantities, prices, delivery charges, tax amounts, scanned documents, notes and tags. Paperwork may contain additional information you provide, such as contact details or signatures.
- Staff account details: names, email addresses, roles, account status, workplace location, joining dates and last-active information, together with authentication information needed to manage access.
- Service preferences: remembered sign-in email addresses, display settings, sort order and recent searches.
Customer information comes from you and from paperwork recorded by our sales team during our dealings with you. Staff account information is supplied by staff or an authorised administrator.
Why we use information
Our purposes and the proposed lawful bases for them are listed below.
Purpose | Lawful basis
- Maintain records needed to handle an order and provide related customer service
- Performance of our contract with you, or steps you request before entering a contract
- Keep accounting and other records required by applicable law
- Legal obligation
- Organise and retrieve customer paperwork and handle disputes
- Legitimate interests in efficient record keeping, customer support and establishing or defending claims
- Manage staff access and protect the service against unauthorised use
- Legitimate interests in operating and securing our business systems
- Where we need your name, address or order information to fulfil an order, failing to provide it may prevent us from processing or completing that order. Staff must provide the account details needed to receive access to the service.
Who can access information
Authorised staff can access information according to their account permissions. We use Supabase for authentication, database services and document storage.
Other recipients are: None
We may disclose relevant information to regulators, courts or public authorities when required by law, or where disclosure is lawful and necessary to establish or defend a claim.
Where information is processed
Our website is hosted by Webflow, which processes and stores website-related personal information in the United States.
When you submit an enquiry through our contact form, the information you provide is processed by Webflow and used by us to respond to your enquiry.
We do not sell personal information or share it with third parties for their own marketing purposes.
Webflow uses appropriate data protection safeguards for international transfers, including applicable adequacy arrangements and contractual protections.
Further information is available in Webflow's Privacy Policy and Data Processing Addendum. You can also contact us to request further information about these safeguards.
How long we keep information
We keep information for the purposes described in this policy, taking account of applicable record-keeping requirements, outstanding orders, warranties and disputes.
- Customer records and scanned sales paperwork: Up to six years after the end of the financial year in which the transaction took place, unless a longer period is required for legal, contractual or warranty purposes.
- Staff account records: Deleted or anonymised within 12 months of the staff member leaving the business or their access being permanently removed, unless retention is required for legal or security purposes.
- Technical and security logs: Retained for up to 90 days, unless required for an ongoing security investigation or legal obligation.
- Backups and deleted records: Deleted records may remain in secure backups for up to 90 days before being automatically overwritten or permanently deleted as part of the normal backup rotation.
Device storage and camera access
The web version uses browser storage for sign-in sessions and service preferences. Recent searches may contain customer information. Recent searches are cleared on sign-out.
The mobile app uses the device’s document scanner to capture paperwork. Scanned copies are stored locally and uploaded when a staff member files a document. Camera access is used for document scanning. Staff may also download, print or share documents as part of their authorised work.
Our website uses cookies and Google Analytics to help us understand how visitors use the website and improve their experience.
You can manage your cookie preferences through our cookie consent banner. For more information, please see Google's Privacy Policy.
Security
The service uses account authentication, role-based permissions and private document storage to restrict access. No system can guarantee complete security. Please contact our privacy contact if you believe information has been accessed or disclosed improperly.
Your rights
Depending on the circumstances and applicable law, you may ask us to access, correct or delete your information, restrict its use, or provide a portable copy.
You can object to processing based on legitimate interests. Contact us using the privacy email above and explain your request.
If we rely on consent for any additional activity, you can withdraw it at any time without affecting the lawfulness of earlier processing by contacting us using the email above.
We may need to verify your identity before responding. These rights are subject to applicable conditions and exemptions; deleting a staff account does not automatically delete customer records the business must retain.
You can complain to us using the contact details above. You also have the right to complain to the UK Information Commissioner’s Office:
Automated decisions
The document management app does not make decisions based solely on automated processing that have legal or similarly significant effects on you.
Changes to this policy
We may update this policy when our practices change. We will publish the updated version on our website and revise the effective date. Where required, we will also notify affected people directly.
