Woodland Group Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Woodland Group Ltd.
Registered in England under company number 05455052.
Registered address: 40-42 High Street, Maldon, Essex. CM9 5PN
Main Trading Address: Woodland House, Montrose Road, Chelmsford. CM2 6TE
VAT number: 100146190
Data Protection Officer: John Stubbings.
Email address: John.Stubbings@woodlandgroup.com.
Telephone number: 01245 619900.
Postal Address: Woodland House, Montrose Road, Chelmsford. CM2 6TE.
We are a member of The British International Freight Association (BIFA).
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 12.
- The right to access the personal data we hold about you. Part 10 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):
- Date of birth;
- Email address;
- Telephone number;
- Business name;
- Job title;
- Payment information;
- Information about your preferences and interests;
6. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:
- Providing and managing your account.
- Supplying our products and services to you. Your personal details are required in order for us to enter into a contract with you.
- Personalising and tailoring our products and/or services for you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time by clicking the unsubscribe link within an email, or by writing to us using the details in Part 11.
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or by post with information, news, and offers on our products and/or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
7. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
8. How and Where Do You Store or Transfer My Personal Data?
We may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.
We share your data within the group of companies of which we are a part and in some cases agents, partners and third party suppliers. Where this involves the transfer of personal data outside the EEA, we ensure that personal data is protected by requiring all companies within the group along with agents, partners and third party suppliers to follow the same rules with respect to personal data usage. These are known as “binding corporate rules”. More information on binding corporate rules is available from the European Commission.
9. Do You Share My Personal Data?
We may share your personal data with other companies in our group for legitimate business reasons.
We may sometimes contract with third parties to supply products and/or services to you on our behalf. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.
If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. Website Privacy
The Information We Collect:
Our Website may use software features known as "cookies", which are small pieces of data that are stored on your hard drive when accessing a website. They are akin to identity cards, and we may use them as follows: a to allow us to know when users return to our website and which pages or services you access while there; and b to gather information on an aggregate basis in order to identify the most popular areas of our Website and make it easier for users to access them.
You are encouraged to visit our Website and make enquiries in relation to our products and services. Where you submit an enquiry to us you may be required to submit to us your name, e-mail address and / or your mobile telephone number (if appropriate) (together referred to as "Personal Information").
Disclosure of Information:
We want you to feel free to use and explore our Website without worrying about whether your visit will generate unwanted sales or marketing activity such as junk mail or spam.
Woodland Group complies with the Data Protection laws in the United Kingdom. We take all reasonable care to prevent any unauthorised access to and use of your personal data.
Our staff and those working for our agents and contractors maintain a responsibility to keep your Personal Information confidential and will only use it to offer relevant products and services related to your enquiry or order.
Whilst any Personal Information that we use to provide or promote our services to you will not be passed to any third party organisation for marketing purposes, on occasion your details may be shared by Woodland Group approved contractors or agents, in order to inform you and / or produce relevant services.
If you do not wish to receive this information from Woodland Group or our associates or wish to delete Personal Information you have submitted through the Website please send an email to us at firstname.lastname@example.org.
We reserve the right to disclose personal data to any third party which has a legal right to request such information.
Security of Data:
We will provide the same protections in respect of any electronic communications received from you as those employed in respect of information received by post and telephone.
Links to Other Sites:
If you use a link on this Website to take you to another site, your privacy will not be protected in accordance with this policy. You will need to check that website’s own privacy statement.
We make no representations as to the accuracy or any other aspect of information contained in other websites.
By using this Website you consent to our collection and use of your Personal Information as stated above.
We want you to be aware of the information we collect and how we use it at all times.
The Woodland Group website validates as transition markup XHTML and the CSS validates as an interoperable Web page. W3C is the world wide web authority regarding standards and compliance for websites.
12. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (Subject Line: GDPR, for the attention of both John Stubbings & Darren Brundell):
Email address 1: email@example.com
Email address 2: firstname.lastname@example.org
Telephone number: 01245 619900.
Postal Address: Woodland House, Montrose Road, Chelmsford. CM2 6TE
13. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website www.woodlandgroup.com (Data Privacy Notice).