Last updated: 20 November 2025
Hartwell & Co Timber Ltd (“we”, “us”, “our”) operates www.hartwellfencing.co.uk (“the Website”). We are committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect personal data when you interact with our Website or contact us.
1. Data Controller
• Company: Hartwell & Co Timber Ltd
• Address: The Timber Yard, Weston Subedge, Chipping Campden, Gloucestershire, GL55 6QH, United Kingdom
• Email: info@hartwellfencing.co.uk
• Phone: 01386 840373
• Data Protection Contact: Data Protection Lead
2. Personal Data We Collect
We may collect the following personal data:
• Name
• Email address
• Postal address
• Telephone number
• IP address and browser/device information
• Information you provide in forms, newsletter signups, or enquiries
We collect data directly from you or automatically through website analytics and cookies.
3. How We Use Your Data
We use your personal data for:
1. Processing orders, quotes, or enquiries.
2. Communicating about your orders, requests, or account.
3. Sending newsletters or marketing communications (if you have opted in).
4. Analysing and improving our website and services.
5. Maintaining security and preventing fraud.
6. Complying with legal obligations.
4. Lawful Basis for Processing
Under UK GDPR, we process personal data based on the following:
• Performance of a contract: fulfilling orders or service requests.
• Consent: sending marketing communications or newsletters.
• Legitimate interests: website analytics, improving our services, and security measures.
5. Sharing Your Data
We may share your data with:
• Third-party service providers (e.g., hosting, email marketing, analytics).
• Payment processors (if applicable).
• Legal or regulatory authorities when required by law.
• Other trusted partners, strictly for the purpose of providing services you request.
All third parties are required to maintain data security and only use your information for the purposes specified.
6. International Transfers
If we transfer personal data outside the UK (or EEA), we ensure appropriate safeguards are in place, such as standard contractual clauses, to comply with UK GDPR.
7. Data Retention
We retain personal data only as long as necessary:
• Order and transaction data: retained for 6 years (for accounting and legal purposes).
• Newsletter or marketing data: retained until you unsubscribe plus 12 months.
• Analytics data: anonymised or aggregated after 24 months.
Retention periods are determined based on business needs, legal requirements, and legitimate interests.
8. Your Rights
Under UK GDPR, you have the right to:
• Access your personal data.
• Correct any inaccurate or incomplete data.
• Request deletion of your data (“right to be forgotten”).
• Restrict processing of your data.
• Receive a copy of your data in a portable format.
• Object to processing (including marketing communications).
• Withdraw consent at any time (if processing is based on consent).
To exercise these rights, contact us at info@hartwellfencing.co.uk.
9. Complaints
If you are dissatisfied with our handling of your data, you can contact us first at the above email. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): https://ico.org.uk/.
10. Cookies and Tracking
We use cookies to:
• Remember your preferences.
• Enable website functionality.
• Analyse site usage through tools such as Google Analytics.
Cookies may be first-party or third-party. You can disable cookies in your browser, but this may affect site functionality.
11. Security
We take appropriate technical and organisational measures to protect personal data, including:
• Encryption of data in transit via HTTPS.
• Access controls to restrict who can view personal data.
• Regular malware scanning.
• Staff training on data protection.
In the event of a data breach, we follow regulatory requirements to notify affected individuals and the ICO where necessary.
12. Children’s Privacy
Our Website is not intended for children under 13, and we do not knowingly collect personal data from children.
13. Changes to This Privacy Policy
We may update this policy periodically. Any changes will be posted on this page with the “Last Updated” date revised. We encourage you to review this policy regularly.
If there are any questions regarding this privacy policy, you may contact us using the information below.
The Timber Yard, Weston Subedge, Chipping Campden
Gloucestershire, GL55 6QH
United Kingdom
info@hartwellfencing.co.uk
01386 840373
