GDPR & Privacy Policy

Effective Date: February 2025

At Outwoods Timber, we are committed to protecting your privacy and ensuring that your personal data is handled in a secure and transparent manner. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website and services.

1. Data Controller

Outwoods Timber is the data controller of your personal data. If you have any questions or concerns about how your personal data is handled, please contact us:

Name: Mrs Jo Kitching
Email: info@outwoods-timber.co.uk
Phone: 01455 612196

2. What Information We Collect

We collect the following types of personal data when you interact with us:

Personal Identification Information: Name, address, phone number, email address.
Transaction Information: Payment details, order history, and delivery information.
Communication Information: Any communication you send us, such as inquiries, feedback, or complaints.
Website Usage Information: IP address, browser type, operating system, and browsing activity on our website.

3. How We Use Your Data

We use your personal data for the following purposes:

To process and fulfil orders you place with us, including delivery and payment processing.
To provide customer support, including responding to inquiries, issues, or complaints.
To improve our services and website, including analysing customer behaviour and website performance.
To send marketing communications, but only if you have opted in to receive such communications.
To comply with legal obligations, such as tax and accounting requirements.

4. Legal Basis for Processing Personal Data

We process your personal data based on the following legal grounds:

Contractual necessity: To fulfil our contractual obligations with you (e.g., processing orders).
Consent: When you provide consent for marketing communications or other non-essential processing.
Legitimate interests: For our legitimate business interests, such as improving our services and customer relations.
Legal obligation: To comply with legal requirements such as financial record-keeping.

5. Sharing Your Data

We do not sell your personal data to third parties. However, we may share your data with the following categories of third parties when necessary:

Payment providers for transaction processing.
Delivery partners to fulfil orders and manage deliveries.
Professional advisers (e.g., accountants, lawyers) for legal or business purposes.
Regulatory authorities as required by law, such as for tax reporting.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. When we no longer need your data, we will securely delete or anonymise it.

7. Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights:

Right to access: You can request a copy of the personal data we hold about you.
Right to rectification: You can request that we correct any inaccuracies in your personal data.
Right to erasure: You can request that we delete your personal data, subject to certain conditions.
Right to restrict processing: You can request that we limit how we process your personal data.
Right to object: You can object to our processing of your personal data based on legitimate interests or direct marketing.
Right to data portability: You can request that we transfer your personal data to another service provider in a structured, machine-readable format.

To exercise any of these rights, please contact us at info@outwoods-timber.co.uk.

8. Security of Your Data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect your data from unauthorised access, loss, or misuse. These measures include encryption, access controls, and regular security audits.

9. Cookies

Our website uses cookies to enhance your user experience. Cookies are small files that are stored on your device and allow us to remember your preferences and improve site performance. By using our website, you consent to our use of cookies. For more information on how we use cookies, please refer to our Cookie Policy.

10. International Data Transfers

We do not transfer your personal data outside of the European Economic Area (EEA). If this changes, we will ensure that any transfers of data are compliant with the GDPR and provide adequate safeguards for your privacy.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and the updated version will include the effective date. We encourage you to review this policy periodically.

12. Complaints

If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority.