Privacy Policy & Cookie policy

Henley Phillips Designs Ltd.

Company registration no: 16579118

87 Cline Road, Guildford, GU1 3ND

Hereinafter referred to as "the Company," "we," "us," or "our"

Effective Date: 15 July 2025

1. Introduction

This Privacy Policy explains how [Your Company Name] Ltd. collects, uses, stores, and protects your personal data when you use our website ([Your Website URL, if applicable]) or engage with our carpentry services (including domestic, construction, and furniture making).

We are committed to protecting your privacy and handling your personal data in a transparent and secure manner. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data.

2. Who We Are (Data Controller)

[Your Company Name] Ltd. is the data controller and is responsible for your personal data (referred to as "we", "us" or "our" in this privacy policy).

We have appointed a data protection point of contact who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data protection point of contact using the details set out below.

Contact Details:

  • Full name of legal entity: Henley Phillips Designs Ltd.

  • Email address: harry@hp-designs.co.uk

  • Postal address: 87 Cline Rd, GU1 3ND

  • Telephone number: 07895966548

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

3. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data: includes first name, last name, title, date of birth, gender.

  • Contact Data: includes billing address, delivery address, email address, telephone numbers.

  • Financial Data: includes bank account and payment card details.

  • Transaction Data: includes details about payments to and from you and other details of services you have purchased from us.

  • Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

  • Usage Data: includes information about how you use our website and services.

  • Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

  • Project-Specific Data: includes details related to your carpentry project, such as property specifications, design preferences, measurements, photographs of the site (with your consent or anonymised where possible), and any other information relevant to the delivery of our services.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

4. How Your Personal Data Is Collected

We use different methods to collect data from and about you, including through:

  • Direct interactions: You may give us your Identity, Contact, Financial, Transaction, and Project-Specific Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:

    • Enquire about or apply for our services;

    • Enter into a contract for our services;

    • Request marketing to be sent to you;

    • Give us feedback or contact us.

  • Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data and Usage Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookies Policy section (Section 11) below for more details.

  • Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:

    • Technical Data from analytics providers (e.g., Google Analytics).

    • Contact, Financial, and Transaction Data from providers of technical, payment, and delivery services.

    • Identity and Contact Data from publicly available sources (e.g., Companies House, electoral register for identity verification).

5. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

  • Where we need to comply with a legal obligation.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

6. Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us:

We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services, and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

Third-party marketing:

We will get your express opt-in consent before we share your personal data with any third party company for marketing purposes.

Opting out:

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience, or other transactions.

7. Disclosures of Your Personal Data

We may share your personal data with the parties set out below for the purposes described in the table in Section 5 above.

·       Internal Third Parties: Other companies within our group acting as processors or joint controllers.

·       External Third Parties:

o   Service providers acting as processors who provide IT and system administration services.

o   Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.

o   HM Revenue & Customs, regulators, and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.

o   Specific third parties required for the delivery of our carpentry services, such as:

§  Subcontractors (e.g., electricians, plumbers, plasterers) where their services are integral to your project.

§  Material suppliers (e.g., timber merchants, hardware suppliers) for direct delivery to your site.

§  Payment processing services.

·       Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

8. International Transfers

We do not transfer your personal data outside of the UK or European Economic Area (EEA).

Should it become necessary to transfer your personal data outside of the UK or EEA, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

·       We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK government.

·       Where we use certain service providers, we may use specific contracts approved by the UK government which give personal data the same protection it has in the UK.

9. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting, or other requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances, we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

11. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

·       Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

·       Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

·       Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable,