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Softwood Beech

Privacy policy

How we collect, use and look after the details you give us when you ask for a quote, call or message us, or hire us.

In short: we only use your details to reply to you, quote for and carry out your work, and keep the records the law requires. We never sell them. You can ask to see or delete them at any time.

01Who we are

Softwood Beech Ltd ("we", "us") is a building, renovation and joinery company. We decide how the personal information in this policy is used, which makes us its "controller" under UK data protection law.

Company
Softwood Beech Ltd, registered in England and Wales, company number 13222162
Registered office
167-169 Great Portland Street, London W1W 5PF
ICO registration
Ask the clientOur ICO registration number. Most businesses that handle customer details must pay the ICO data protection fee. Check at ico.org.uk/ESDWebPages/Search.

If you have any question about this policy or your information, email us at info@softwoodbeech.com. Ask the clientWho answers privacy questions? A named person or role, for example the director.

02What we collect

When you send us an enquiry

Our quote form asks for:

  • your name
  • your phone number
  • your email address
  • your postcode
  • the type of work you need
  • your message

Photos can show the inside of your home. Please don't send photos of people, or anything you'd rather we didn't see.

When you call us

We see your phone number and may write down your name, address and what you need so we can follow up. Ask the clientAre calls recorded? Which phone system or provider is used?

When you message us on WhatsApp

We see your WhatsApp name, number and profile photo, and anything you send us, such as messages, photos and voice notes. WhatsApp is run by WhatsApp Ireland Ltd (part of Meta), which handles your information under its own privacy policy. Ask the clientIs a personal phone or a WhatsApp Business account used? Who can see the messages?

When you email us

We keep your email address and what you write, along with any attachments.

When we work for you

If you go ahead with a job, we also keep your address, access details (such as key safe codes, parking or pets), the quote, plans and photos of the work, invoices and payment records. Ask the clientHow do customers pay (bank transfer, card)? Is any accounting or invoicing software used?

03How we use it, and why we're allowed to

The law says we need a valid reason (a "lawful basis") for each way we use your information. These are ours:

What we doWhy we're allowed to
Reply to your enquiry, visit, and give you a quoteYou've asked us to, before entering a contract with you
Carry out the work, keep you updated and arrange accessTo carry out our contract with you
Send invoices and keep tax and accounting recordsWe're required to by law
Follow up a quote you haven't answered, deal with complaints or claims, and keep our records in orderOur legitimate interests in running the business, which we balance against your rights
Show photos of finished work on our website or social mediaOnly with your permission. We never show your address or anything that identifies you.
Send news or offers by emailOnly if you've agreed to it, and you can stop at any time. Ask the clientAre marketing emails ever sent? The site loads Hostinger Reach, an email marketing tool, but no sign-up form was found.

We don't sell your information, and we don't use it to make automated decisions about you.

04Who we share it with

We only share what's needed, with:

  • Our email provider, which stores the emails and enquiries we receive. Ask the clientWhich email provider is used (for example Google Workspace, Microsoft 365 or Hostinger Mail)?
  • Our website host, Hostinger, which runs our website and receives the enquiry form.
  • Trusted tradespeople and suppliers working on your job, such as electricians, plumbers or kitchen fitters, who need your name, address or contact details to do their part.
  • Our accountant, and HMRC when the law requires it.
  • Our insurers, lawyers or the police, only if there's a claim, a dispute, or we're legally required to.

Ask the clientAny other services that hold customer details? For example a CRM, job-management app, cloud storage, or a shared Google Drive.

05Sending information outside the UK

Some of the services above, such as WhatsApp and our email provider, may store information outside the UK. When they do, we make sure it's protected by the safeguards UK law requires, such as an "adequacy" decision or the UK's standard contract terms.

06How long we keep it

We keep information only for as long as we need it:

InformationHow long
Enquiries that don't turn into a job, including photosAsk the clientHow long? Suggested: 12 months from your last contact.
Customer records, quotes, plans and photos of the workAsk the clientHow long? Suggested: 6 years after the job ends, so we can deal with any guarantee or claim.
Invoices and accounting records6 years from the end of the financial year they relate to, as HMRC requires
WhatsApp messages and call notesAsk the clientHow long? Suggested: the same as the enquiry or job they belong to.

07Cookies and our website

Cookies are small files a website can store in your browser. Our website doesn't use cookies for tracking or advertising, and doesn't use analytics such as Google Analytics, so we don't ask you to accept any.

A few parts of our website load from other companies, and those companies can see your device's internet (IP) address when they do:

  • Google Fonts (Google), for the lettering on our pages.
  • Trustindex, which shows our Google reviews. The reviewers' names and profile photos come from Google.
  • Hostinger Reach (Hostinger), an email tool built into our website.

If we add analytics or advertising cookies in future, we'll ask for your permission first and update this page.

Checked on the live website on 5 November 2026: no cookies or analytics were found. Ask the clientAny plans for Google Analytics, Meta Pixel or Google Ads? If so, the site will need a cookie banner first.

08Your rights

You have the right to:

  • See the information we hold about you, and get a copy
  • Correct anything that's wrong or incomplete
  • Ask us to delete it, unless we have to keep it, for example for tax records
  • Ask us to limit how we use it
  • Object to us using it for our legitimate interests or for marketing
  • Take it with you, in a common digital format
  • Withdraw your permission at any time, where we rely on it

To use any of these, email info@softwoodbeech.com or call 020 4502 6111. It's free, and we'll reply within one month. We may ask you to confirm who you are first.

09Keeping it safe

Only the people at Softwood Beech who need your information can see it. Our accounts are password protected, and our website uses a secure (HTTPS) connection, so what you send through the form is encrypted on its way to us. Ask the clientIs two-step sign-in turned on for email and WhatsApp? Who has access to customer details?

10Complaints

If you're unhappy with how we've handled your information, please tell us first and we'll try to put it right.

You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

11Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.

Last updated: Ask the clientThe date this policy goes live.