Last updated: 11/02/2026
This Privacy Policy explains how we collect, use, store and protect your personal data when you interact with our website or services. It applies to all websites, platforms and online services we operate.
We are committed to safeguarding your personal information and complying with all applicable data-protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you do not agree with any part of this Privacy Policy, please discontinue use of our website.
1. Who We Are
Data Controller:
Holtom Woods LTD
Unit 4a Sandy Hill Industrial Estate Stratford Road, Shirley, Solihull, West Midlands, United Kingdom, B90 3LS
Email: holtomwoods@outlook.com
We determine the purposes and means of processing your personal data.
2. Personal Data We Collect
Depending on how you use our website, we may collect:
Information you provide directly
- Name
- Email address
- Telephone number
- Postal address
- Booking information
- Enquiry details submitted via forms or emails
- Any other information you choose to share with us
Information collected automatically
When you visit our website, we may automatically collect:
- IP address
- Device type
- Browser type and version
- Pages viewed and time spent
- Referring website
- General location (approximate)
- Server and security logs (IP address, time & activity - collected by default by web servers for security & audit trails)
This data is typically collected via essential website technologies. Any non-essential tracking (analytics, advertising, embedded services) will be covered in the separate Cookies Policy.
Information from third parties
We may receive information from:
- Payment processors
- Booking platforms
- Social media platforms (if you interact with our accounts)
- Embedded third-party services
- Marketing tools
- Public sources (if relevant to your enquiry)
3. How We Use Your Personal Data
We use personal data only when we have a lawful basis. Your data may be used for:
Providing and managing our services
- Responding to enquiries
- Handling bookings or purchases
- Providing customer support
- Sending essential service messages
Improving our website and services
- Monitoring website performance
- Analysing user behaviour (only with consent, via cookie tools)
- Ensuring security and fraud prevention
Marketing (only with your consent or legitimate interest)
- Sending newsletters or updates
- Providing details about services, promotions or events
You can opt out at any time.
Legal and regulatory requirements
- Maintaining records
- Handling complaints or disputes
- Complying with lawful requests from authorities
4. Our Legal Bases for Processing
We rely on the following lawful bases under UK GDPR:
- Consent – for marketing communications, non-essential cookies, and any activity where we request your permission.
- Contract – when processing is necessary to provide services you have requested (e.g. bookings, purchases).
- Legitimate Interests – for running and improving our website and business, where these interests do not override your rights.
- Legal Obligation – where we must retain or share data to comply with the law.
5. How We Share Your Data
We do not sell your personal data.
We may share information with trusted third-party service providers who help us operate our business, such as:
- Website hosting and technical infrastructure providers
- Payment processors
- Booking or scheduling platforms
- Email and marketing platforms
- IT support and security providers
- Professional advisers (legal, accounting, etc.)
- Data Processing Agreements (DPAs)
These providers only process your data on our instructions and must keep it secure.
In rare cases, we may also share data:
- To comply with a legal obligation
- To protect the rights, property or safety of our business or others
- In the event of a business transfer, merger or sale
6. International Data Transfers
Some service providers may process your data outside the UK/EEA.
Where this occurs, we ensure appropriate safeguards, such as:
- UK adequacy regulations
- Standard Contractual Clauses
- Equivalent measures providing lawful protection
7. How Long We Keep Your Data
We keep your data only for as long as necessary for the purposes it was collected for, including:
- Legal, tax or reporting requirements
- Managing enquiries or bookings
- Resolving disputes
Retention periods may vary depending on the type of data. When information is no longer required, it will be deleted or anonymised.
8. Your Data Protection Rights
You have the following rights under UK GDPR:
- Right to access – request a copy of the personal data we hold
- Right to rectification – correct inaccurate or incomplete data
- Right to erasure – request deletion of your data (in certain circumstances)
- Right to restrict processing – ask us to limit how we use your data
- Right to data portability – request your data in a usable format
- Right to object – particularly to direct marketing or processing based on legitimate interests
- Right to withdraw consent – where processing is based on your consent
- Rights relating to automated decision-making – we do not carry out automated decisions that have legal or significant effects
To exercise these rights, contact us at: [contact email].
9. How We Protect Your Data
We take appropriate technical and organisational measures to keep your information secure, including:
- Encrypted connections (HTTPS)
- Encryption at rest for stored data (we protect your data not just while it’s moving (HTTPS), but also when it’s sitting in our databases)
- Access controls and authentication
- Secure data storage
- Staff training and confidentiality agreements
- Regular security reviews
However, no online transmission is ever 100% secure, and you share data at your own risk.
10. Links to External Websites
Our website may include links to third-party websites or services.
We are not responsible for their privacy practices, and you should review their own policies before providing personal data.
11. Children’s Privacy
Our services are not directed at children under 13.
We do not knowingly collect data from children. If you believe data has been collected, contact us and we will remove it.
12. Updates to This Privacy Policy
We may update this policy from time to time.
Any significant changes will be posted on this page with an updated “Last Updated” date.
13. Contact Us
If you have questions about this Privacy Policy or how your data is used, please contact us:
Email: holtomwoods@outlook.com
Address: Unit 4a Sandy Hill Industrial Estate Stratford Road, Shirley, Solihull, West Midlands, United Kingdom, B90 3LS
