Privacy notice - Birchwood Price Tools Ltd

1) Who we are (data controller)

Birchwood Price Tools Ltd is the “data controller” for personal data we process.

Contact (general): 

- Email: info@birchwoodpricetools.com
- Address: 18 Whiteladies Road, Clifton, Bristol, BS8 2LG

Data protection contact: 

- Email: dataprotection@birchwoodpricetools.com

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​2) What data we collect

Depending on how you interact with us, we may collect:

- Identity & contact details: name, job title, company name, email address, phone number, delivery and billing addresses.
- Account details (B2B): login credentials (stored securely), account preferences, customer reference numbers.
- Order & transaction details: products ordered, order history, pricing, delivery details, returns, payment status (note: card payment details are handled by our payment providers, not stored by us).
- Customer service communications: messages you send us, call notes, and support tickets.
- Technical & usage data: IP address, device/browser information, pages viewed, referrer URL, and cookies/identifiers.
- Marketing preferences: your opt-in/opt-out choices.

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3) How we use your data (purposes)

We use personal data to:

1. Provide and operate the website (including security and performance).
2 Create and administer trade accounts (where applicable).
3. Process orders (including delivery, returns, and customer support).
4. Manage our relationship with business customers (account management, credit control, handling queries).
5. Send service messages (order confirmations, delivery updates, account notices).
6. Improve our website and services (analytics, troubleshooting, testing).
7. Send marketing communications (where permitted and in line with your preferences).
8. Comply with legal obligations (e.g., tax and accounting record keeping).
9. Prevent fraud and protect our business (security monitoring, abuse prevention).

 

4) Lawful bases (UK GDPR)

We process personal data under one or more of these lawful bases:

- Contract where processing is necessary to provide products/services you request (e.g., fulfil orders, manage your account).
- Legitimate interests: to run and improve our business (e.g., website security, fraud prevention, customer relationship management). We balance these interests against your rights.
- Legal obligation: to comply with laws (e.g., tax and accounting requirements).
- Consent:** for certain marketing and cookie use (where required). You can withdraw consent at any time.

 

5) Cookies and similar technologies

We use cookies and similar technologies to:

- enable core site functionality (e.g., login sessions, basket),
- analyse site usage,
- remember preferences,
- support advertising/remarketing (where used).

You can manage cookies through our cookie banner/settings (where available) and your browser controls.

 

6) Who we share your data with

We may share personal data with trusted third parties who help us operate our business, including:

- E-commerce and hosting providers (e.g., website platform).
- Payment providers (to process payments).
- Couriers and logistics/fulfilment partners (to deliver orders and manage returns).
- IT, security, and support providers (for hosting, monitoring, backups, and customer support tools).
- Marketing and analytics providers (where used and in line with your settings).
- Professional advisers (legal, accounting, insurance) where necessary.

We require service providers to protect your data and only use it for specified purposes.

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7) International transfers

If any of our service providers transfer personal data outside the UK, we will ensure appropriate safeguards are in place (such as UK Addendum/UK IDTA, or other lawful transfer mechanisms).

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8) How long we keep your data

We keep personal data only as long as necessary for the purposes described above, including:

- Orders and accounting records: retained for statutory periods.
- Account data: retained while your account is active and for a reasonable period afterwards.
- Customer service messages: retained as needed to resolve issues and keep records.
- Marketing data: retained until you unsubscribe/opt-out (plus suppression lists to respect your choices).

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9) Your rights

Subject to certain conditions, you may have rights to:

- access your personal data,
- correct inaccurate data,
- request deletion,
- restrict or object to processing,
- request data portability,
- withdraw consent (where processing is based on consent),
- lodge a complaint with the UK regulator (ICO).

ICO: https://ico.org.uk/

To exercise your rights, contact us using the details above.

 

10) Security

We implement appropriate technical and organisational measures to protect personal data, including access controls, encryption where appropriate, and secure systems.

 

11) Links to other websites

Our website may contain links to third-party sites. We are not responsible for their privacy practices; please review their privacy notices.

 

12) Changes to this notice

We may update this notice from time to time. We will post the latest version on this page.

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Version: 0.1 (Soft launch draft)

Last updated: 27 May 2026