Privacy policy

Certainly Wood Limited Privacy Policy

Your privacy matters to us. This policy explains how Certainly Wood Limited holds, processes and retains your personal data. Certainly Wood Limited is the data controller for all personal data collected through our websites: www.certainlywood.co.uk, certainlywoodtrade.co.uk and local.certainlywood.co.uk.

We will not pass your information to any third party without your explicit consent, except as described below.

1. How we use your personal data

  • Enquiry data. This covers the name, address, phone number, email and referral details you give us, including through our website forms. We use it to respond to your enquiry, manage your account and contact you about how our website worked for you. Legal basis: our legitimate interest in running our website and services.
  • Account data. This covers your name, title, billing and delivery address, email, phone number and login details. You give it to us when you set up an account online or by phone. We use it to provide our services, administer your account and process your orders. With your consent, we also use it to tailor offers and promotions. If you join our mailing list, you can unsubscribe at any time using the link in every email.
  • Purchase data. This covers your name, email, billing and delivery address, phone number and payment details. We use it to process your purchase and payment. Legal basis: performance of our contract with you.
  • Transaction data. This covers your contact details, bank details and transaction details for payments processed through our website or payment providers. We use it to process payments and keep proper records. Legal basis: contract, and our legitimate interest in administering our business.
  • Website data. This covers your IP address, location, browser, operating system, referral source, visit length, page views and navigation paths. It comes from our analytics tracking and is used to analyse and improve our website. Legal basis: legitimate interests.
  • Notification data. This covers the name and email you give us to receive our newsletters and product information. Legal basis: consent. If you are an individual or sole trader, we use this data for tailored marketing only with your consent. If you work for a larger organisation such as a company or partnership, we may send you similar offers and promotions without consent, on the basis of our legitimate interests.
  • Correspondence data. This covers the content and metadata of any messages you send us. We use it to communicate with you and keep records. Legal basis: legitimate interests.
  • Other processing. We may also process any of your personal data where we need to comply with a legal obligation, or to protect your vital interests or those of another person.

2. Sharing your personal data

  • Service providers. We share data with partners who help us run our business and websites, such as Shopify, Sagepay, Klaviyo, Google Analytics, Hotjar, Omniconvert, Zendesk, Google Ads, Facebook and Instagram. We share data with these providers only for those limited purposes.
  • Professional advisers. We may share data where reasonably necessary to manage risk, obtain advice or handle legal disputes.
  • Safeguards. Wherever we share data with a third party, we protect it with appropriate safeguards, including a data processing agreement.
  • Legal obligations. We may disclose data where required by law, or to protect your vital interests or those of another person.

3. Retaining your data

We keep data no longer than necessary. Unless you agree to a longer period, we keep:

  • enquiry, competition, website, notification and correspondence data for 2 years after our last contact with you;
  • account, purchase and transaction data for 7 years after our last contact with you.

We may keep data longer where the law requires it or to protect vital interests.

4. Changes to this policy

We may update this policy by publishing a new version on our websites, and we may tell you about changes by email. Please check this page occasionally.

5. Your rights

Under data protection law you have the right to:

  • access your data;
  • have it corrected;
  • have it erased;
  • restrict its processing;
  • object to its processing, including for direct marketing and statistical purposes;
  • data portability;
  • withdraw your consent; and
  • complain to a supervisory authority.

Your first copy of your data is free; we may charge a reasonable fee for further copies. We may ask for proof of your identity. We may withhold information where the law permits, and we may charge a fee if a request is unfounded or excessive.

To exercise any of these rights, write to us or email office@certainlywood.co.uk. If you have concerns about how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk).

6. Cookies

Our websites use cookies and similar technologies. Cookies are small files stored on your device that help the site work and help us understand how it is used. We use:

  • Essential cookies. These are needed for the site to work, for example to keep you logged in, remember your basket and process checkout. They are set by Shopify, which runs our online store, and cannot be switched off.
  • Analytics cookies. These help us see how visitors use the site, such as which pages are viewed and for how long, so we can improve it. We use Google Analytics and Hotjar.
  • Marketing cookies. These help us measure our advertising and show you relevant ads on other sites. They are set by Facebook, Instagram, Google Ads and Klaviyo.

We only set analytics and marketing cookies with your consent, which you can give or withdraw through the cookie banner on our site. You can also block or delete cookies in your browser settings; if you block essential cookies, parts of the site may not work.

7. Our details

These websites are owned and operated by Certainly Wood Limited, registered in England and Wales under company number 05473995. Our registered office is Lower Lulham, Madley, Hereford, HR2 9JJ. You can contact us by post, through our website contact form, by phone on 01981 251796, or by email.

8. Data protection officer

Our data protection officer is Sandra Taylor. You can contact her at office@certainlywood.co.uk or on 01981 251796.

Last updated: 28th September 2026