Privacy Policy

Oakridge Carpentry & Joinery Ltd is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK privacy laws.

1. Introduction and company information

This Privacy Policy explains how Oakridge Carpentry & Joinery Ltd collects, uses, stores, shares, and protects personal data when you interact with us, including when you contact us by phone, email, through our website, or in connection with our carpentry and joinery services.

Data controller: Oakridge Carpentry & Joinery Ltd

Registered address: 14 King Street, Improve, Kent, ME10 4DT, UK

Email: [email protected]

Phone: +44 20 7946 8372

For the purposes of data protection law, Oakridge Carpentry & Joinery Ltd is the data controller of the personal data described in this Privacy Policy.

2. Data collection and processing

We may collect and process the following categories of personal data:

• Identity data: name, title, and business name where applicable.
• Contact data: address, email address, telephone number, and other contact details.
• Enquiry and correspondence data: information you provide when requesting a quote, making an enquiry, or communicating with us.
• Contract and service data: details relating to carpentry or joinery services requested, supplied, or completed.
• Payment and transaction data: payment records, invoices, and billing information.
• Technical data: IP address, browser type, device information, and usage data if you use our website or digital services.
• Marketing preferences: your preferences for receiving marketing communications from us.

We generally collect personal data directly from you. We may also receive data from third parties such as subcontractors, suppliers, payment providers, or publicly available sources where appropriate and lawful.

3. Purpose of data processing

Oakridge Carpentry & Joinery Ltd processes personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to enter into and perform contracts for carpentry and joinery services;
• to manage customer relationships and communicate about projects;
• to arrange site visits, deliveries, installations, and related services;
• to issue invoices, process payments, and manage accounts;
• to maintain business records and comply with legal, tax, and accounting obligations;
• to improve our services, operations, and customer experience;
• to send marketing communications where permitted by law and where you have not opted out;
• to protect our business, staff, customers, and property, including fraud prevention and security purposes;
• to establish, exercise, or defend legal claims.

4. Legal basis for processing

We only process personal data where we have a lawful basis under UK GDPR. Depending on the circumstances, our legal bases may include:

• Contract: where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.
• Legal obligation: where processing is necessary to comply with legal and regulatory obligations, including tax and accounting requirements.
• Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing enquiries, improving services, maintaining records, and protecting our business.
• Consent: where we rely on your consent, for example for certain marketing communications or optional cookies and similar technologies where applicable.

Where we process special category data or criminal offence data, we will only do so where permitted by law and subject to appropriate safeguards.

5. Data sharing and third parties

We may share personal data with trusted third parties where necessary and lawful for the purposes described in this Privacy Policy. These may include:

• subcontractors and tradespeople assisting with carpentry or joinery projects;
• suppliers and manufacturers of materials and fittings;
• accountants, auditors, legal advisers, and other professional advisers;
• payment processors, banks, and financial institutions;
• IT, hosting, email, and cloud service providers;
• delivery and logistics providers;
• regulatory authorities, law enforcement, or other public bodies where required by law.

We require third parties who process personal data on our behalf to protect it and to use it only in accordance with our instructions and applicable law.

6. Data transfer to third countries

Some of our service providers may be located outside the UK. Where personal data is transferred to a country outside the UK, we will ensure that appropriate safeguards are in place to protect your data, such as:

• an adequacy regulation or decision recognised under UK data protection law;
• the UK International Data Transfer Agreement (IDTA);
• the UK Addendum to the European Commission Standard Contractual Clauses; or
• other lawful transfer mechanisms permitted under applicable law.

Where required, we will also carry out assessments to ensure that your personal data remains protected to an appropriate standard.

7. Storage duration

Oakridge Carpentry & Joinery Ltd retains personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, and reporting requirements.

In general, retention periods may include:

• Enquiry data: retained for a reasonable period after the enquiry is closed, unless further retention is required.
• Contract and project records: retained for the duration of the project and for a period after completion to manage follow-up, warranty, or dispute matters.
• Financial and tax records: retained for the period required by UK law.
• Marketing data: retained until you withdraw consent or opt out, or until it is no longer relevant.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. User rights

Under UK data protection law, you may have the following rights in relation to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your personal data in certain circumstances.
• Right to restriction: to request that we limit the processing of your personal data in certain circumstances.
• Right to data portability: to receive certain personal data in a structured, commonly used, machine-readable format and to request transfer to another controller where technically feasible.
• Right to object: to object to processing based on legitimate interests or for direct marketing purposes.

These rights are subject to certain conditions and exemptions under applicable law. If you wish to exercise any of these rights, please contact us using the details below.

9. Withdrawal of consent

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

If you withdraw consent, we may no longer be able to provide certain optional services or communications, such as marketing emails, but this will not affect services that are processed on another lawful basis.

10. Right to complain

If you have concerns about how Oakridge Carpentry & Joinery Ltd handles your personal data, we encourage you to contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk

Telephone: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK

11. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include:

• access controls and password protection;
• secure storage of paper and electronic records;
• staff awareness and confidentiality obligations;
• regular review of systems and procedures;
• use of reputable service providers with appropriate security standards.

While we take reasonable steps to protect your data, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security.

12. Contact information

If you have any questions about this Privacy Policy or how your personal data is handled, please contact:

Oakridge Carpentry & Joinery Ltd
14 King Street, Improve, Kent, ME10 4DT, UK
Email: [email protected]
Phone: +44 20 7946 8372

13. Changes to privacy policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Any updated version will be posted on our website or otherwise made available to you, and the revised policy will take effect from the date stated or, if no date is stated, upon publication.

We encourage you to review this Privacy Policy periodically to stay informed about how Oakridge Carpentry & Joinery Ltd protects your personal data.