How your enquiry details are used

Who is responsible for your information?

Kai Kilmartin, trading as Kilmartin Carpentry, is responsible for deciding how your enquiry information is used. The business is based in Braintree, covering Essex. For questions about your information, email kaikilmartin97@gmail.com or call 07875 417887.

What information do we collect?

The quote form collects your name, phone number and/or email address, project town or postcode, chosen service, project details and permission to contact you about the enquiry. If you send photos, measurements or further messages to Kilmartin Carpentry, those become part of your enquiry too. Please avoid sending sensitive personal information or details about other people that are not needed for the work.

You choose whether to enquire. We need a name, a way to contact you, the project location and enough information to understand the work. Without these details, we may be unable to respond or prepare a quote. You can call or email instead of using the form.

How and why is your information used?

We use your information to respond, discuss the work and prepare a quote. Where you ask for a quote for yourself, this is to take steps at your request towards a contract. If you enquire on behalf of a business or someone else, our legitimate interest is responding to that enquiry and managing the business relationship. We also have a legitimate interest in keeping accurate enquiry records, running the website securely and resolving problems or disputes. If a job goes ahead, relevant records may also be needed to fulfil the contract or meet legal obligations.

The form asks: “I’m happy for Kilmartin Carpentry to contact me about this quote request by email, phone or WhatsApp.” This records your request for enquiry-related contact. It does not sign you up to marketing or give permission for optional tracking. You can ask us to stop contacting you about the enquiry.

Kilmartin Carpentry reviews your project. An automated receipt confirmation does not accept the job or decide the price. We do not use this form to make decisions about you with legal or similarly significant effects solely by automated means.

Technical information and cookies

Website and image-hosting services receive connection information such as your IP address. A quote submission also includes its time, page address and title, browser/device information and a new request reference, so we can operate and check the enquiry service. The submitted page address excludes its query string and fragment; the form does not read an existing visit identifier to attach it to your enquiry.

Our hosting and image-delivery services use Cloudflare security features, which may set the __cf_bm cookie to help distinguish people from automated traffic. Cloudflare describes this as a security cookie, generated separately for each site, that expires following 30 minutes without activity. You can read Cloudflare’s own cookie information for its purpose and handling.

The website also uses session storage to remember scroll positions when you move between pages. This supports navigation; it is separate from the new reference created when you submit an enquiry. You can manage or clear cookies and site storage through your browser’s privacy settings.

Enquiry-contact permission does not give permission for optional tracking. Email services keep delivery and error information so we can check whether messages were sent successfully.

Who helps handle your information?

Enquiries are stored in Kilmartin Carpentry’s HighLevel account. Kenz Automations supports the website and enquiry system on Kilmartin Carpentry’s instructions. HighLevel and LeadConnector provide the website, contact records and enquiry email service; HighLevel’s relevant suppliers include Mailgun for email and Google Cloud and Amazon Web Services for hosting and storage. Kilmartin Carpentry receives enquiry alerts and correspondence in its Google Gmail inbox. These services receive information needed to provide their part of the service.

Website acknowledgement emails are sent through the enquiry system using Kilmartin Carpentry’s domain. Open and click tracking are switched off for these acknowledgements. The email button goes directly to kaikilmartin97@gmail.com. We do not add your enquiry to an unrelated marketing campaign. We may disclose relevant information where required by law or needed to establish, exercise or defend legal claims.

WhatsApp messages

The WhatsApp button opens a chat with Kilmartin Carpentry on 07875 417887. Clicking it does not send the details entered in the quote form to WhatsApp. This number uses ordinary WhatsApp and messages are answered manually; there is no WhatsApp bot or automatic WhatsApp acknowledgement from this form. WhatsApp handles messages you choose to send there under its own privacy terms.

Information handled outside the UK

Our service providers may handle information outside the UK. HighLevel’s published supplier list includes hosting and communications in the United States and support in India. Its data-processing agreement includes contractual safeguards and UK transfer terms. Cloudflare states that security-cookie data may be processed in the United States. Google and WhatsApp also use international services. Contact us for information about the arrangements relevant to your enquiry and how to obtain a copy of applicable safeguards.

How long is information kept?

We review unsuccessful quote enquiries six months after the last meaningful contact. As part of a monthly review, we remove or anonymise closed enquiry information that is no longer needed. We keep relevant information longer only if it is still needed for an active enquiry or job, an outstanding obligation, a dispute or a legal requirement. Records needed to manage an agreed job, meet accounting requirements or deal with a claim can have a longer retention period than an unsuccessful enquiry.

Removing an active record does not immediately remove every protected backup or recovery copy held by a provider. Those copies follow the provider’s recovery and deletion arrangements. Contact us if you want to ask about a particular record.

Your rights

Depending on the reason information is held, you can ask to see it, correct it, have it erased, restrict its use or receive a portable copy. Contact us using the details above. These rights have limits; we will explain if a record must be retained for a legal obligation or claim.

Your right to object: where we rely on legitimate interests, you can object to our use of your information. Tell us what you object to using the contact details above. You can also ask us to stop enquiry follow-ups.

You can complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your information is handled. You can contact us first for help, but you do not have to do so before contacting the ICO.