privacy policy

Privacy Policy

Last updated: 22 April 2026

1. Who we are

This website (woodsecuritysystems.co.uk) is operated by Wood Security Systems Ltd (“we”, “us”, “our”). We are a company registered in England and Wales.

Registered company name: Wood Security Systems Ltd

Company number: 15641589

Registered office: Unit 4 Union Road, Oldbury, England, B69 3EX

Email: enquiries@woodsecuritysystems.co.uk

Telephone: 0800 1123 999

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller for any personal information you provide to us through this website or in connection with our services.

2. What this policy covers

This policy explains how we collect, use, share and protect personal information about you when you:

• visit our website;
• submit an enquiry or request a quotation;
• become a customer and receive installation, maintenance or repair services from us; or
• communicate with us by email, telephone or post.

It also sets out your rights under UK data protection law and how to exercise them.

3. Personal information we collect

We may collect and process the following categories of personal information:

3.1 Information you give us

• Identity and contact details, such as your name, company name (if applicable), email address, telephone number and postal address.
• Details of the property or premises at which you would like a quotation or installation (e.g. address, site notes, photographs you choose to send).
• Details of the products or services you are enquiring about.
• Correspondence you send to us by email, through the contact form or by post.

3.2 Information we collect automatically

• Technical information such as your IP address, browser type and version, time zone setting, operating system and device information.
• Usage information about how you interact with our website, including pages viewed, referring URLs and dates/times of visits.
• Information collected through cookies and similar technologies. For more detail please see our Cookie Policy.

3.3 Information from third parties

• We may receive information about you from third parties such as business directories (e.g. Checkatrade), referrers, or clients who have introduced you to us.

We do not knowingly collect any special category personal data (such as health or biometric data) through this website.

4. How we use your personal information

We use your personal information for the following purposes and on the following legal bases:

4.1 To respond to enquiries and provide quotations

Legal basis: taking steps at your request prior to entering into a contract, and our legitimate interests in responding to business enquiries.

4.2 To provide our services

To carry out installation, maintenance, repair and related services you have asked us to provide, including visiting your site, issuing invoices and handling warranty or service queries.

Legal basis: performance of a contract with you.

4.3 To manage our relationship with you

Including handling complaints, keeping records of our dealings and providing after-sales care.

Legal basis: performance of a contract with you and our legitimate interests in running our business.

4.4 To comply with our legal obligations

For example, keeping accounting records, complying with health and safety requirements and responding to requests from regulators or law enforcement.

Legal basis: compliance with a legal obligation.

4.5 To improve our website and services

Including analysing how visitors use our website and ensuring that it functions properly and securely.

Legal basis: our legitimate interests in operating and improving our business, and (where required) your consent to non-essential cookies.

4.6 Marketing

Where you are an existing customer or have enquired about our services, we may occasionally contact you about similar products or services that may be of interest. You can opt out at any time by replying to any such message or emailing us at enquiries@woodsecuritysystems.co.uk.

Legal basis: our legitimate interests and, where required, your consent.

5. Who we share your information with

We do not sell your personal information. We share it only where necessary, including with:

• our staff, engineers and sub-contractors who carry out installation, maintenance or repair work on our behalf;
• our IT, hosting, website, email and backup providers;
• our accountants, auditors, insurers and professional advisers;
• payment processors and banks, where you pay us;
• government bodies, regulators and law enforcement agencies where we are legally required to do so; and
• a buyer or successor if we reorganise, sell or transfer some or all of our business.

Where we use third-party suppliers who act as data processors on our behalf, we have written contracts in place requiring them to keep your information secure and to use it only on our instructions.

6. International transfers

Most of our suppliers are based in the UK or the European Economic Area (EEA). Where personal information is transferred outside the UK (for example, to cloud or email providers based in the United States), we rely on appropriate safeguards such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or other lawful transfer mechanisms.

7. How long we keep your information

We keep personal information only for as long as necessary for the purposes set out in this policy. Typical retention periods are:

• Enquiries that do not lead to a contract: up to 2 years from last contact.
• Customer records and contract documents: 7 years from the end of the contract, in line with HMRC and insurance requirements.
• Accounting records: at least 6 years, in line with HMRC requirements.
• Website and analytics data: as set out in our Cookie Policy.

After these periods we will either securely delete the information or anonymise it so that it can no longer be linked to you.

8. How we protect your information

We use appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, alteration or disclosure. These include secure hosting, access controls, staff training and confidentiality obligations.

However, no method of transmission over the internet or electronic storage is completely secure. You are responsible for keeping any passwords or login details that you use in connection with our services confidential.

9. Your rights

Under UK data protection law, you have the following rights:

• Right of access — to request a copy of the personal information we hold about you.
• Right to rectification — to ask us to correct any inaccurate or incomplete information.
• Right to erasure — to ask us to delete your personal information in certain circumstances.
• Right to restriction — to ask us to restrict how we use your information in certain circumstances.
• Right to object — to object to our processing of your information based on our legitimate interests or for direct marketing.
• Right to data portability — to receive a copy of certain information in a structured, commonly used format.
• Right to withdraw consent — where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us using the details in section 1. We will respond within one month (this may be extended by up to two further months for complex requests).

We may need to verify your identity before responding to a request. There is no fee for most requests, but we may charge a reasonable fee or refuse to act where a request is clearly unfounded or excessive.

10. Complaints

If you have any concerns about how we handle your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters:

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

11. Links to other websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to read their privacy notices before providing any personal information.

12. Changes to this policy

We may update this policy from time to time. The current version will always be available on our website, with the “Last updated” date shown at the top. Where changes are significant, we will draw your attention to them.

13. Contact us

If you have any questions about this privacy policy or how we handle your personal information, please contact us at:

Wood Security Systems Ltd

Unit 4 Union Road, Oldbury, England, B69 3EX
Email: enquiries@woodsecuritysystems.co.uk
Telephone: 0800 1123 999