Privacy notice

Who is responsible for your information

Wolf + Grain is the controller of personal information described in this notice. Contact us at hello@wolfandgrain.co.uk or on 01992 245670.

Information we collect

• Your name, email address, telephone number, preferred contact method and property postcode.
• Project details you provide, including the room or area, approximate dimensions, known constraints, design direction, practical requirements, property stage, preferred timing and investment readiness.
• How you first heard about Wolf + Grain and, where you choose to provide it, the name of a person or professional who introduced you.
• Photographs, plans and other files you later choose to send after we review the initial brief. The public enquiry form does not upload files.
• Messages and correspondence about an enquiry, quotation or project.
• Telephone call details and recordings where our telephone service records a call. Callers should also hear a recording notice.
• Basic technical and marketing attribution, such as the page submitted, landing page, referring website, campaign tags, search term tags and advertising click identifiers.
• Information needed to quote, enter into and perform a contract, take payment and meet accounting or legal duties.

Why we use it and our lawful bases

• To respond to an enquiry and prepare a quotation or proposal: steps at your request before a contract and our legitimate interest in running the business.
• To design, make, install and manage commissioned work: performance of a contract.
• To keep appropriate financial, tax, safety and project records: legal obligation and legitimate interests.
• To review calls, resolve misunderstandings and improve enquiry handling: legitimate interests. We balance this against callers' rights and provide a recording notice.
• To understand which marketing produces genuine enquiries: our legitimate interest in measuring and improving marketing. Where optional advertising or analytics storage and conversion data sharing with Google Ads are involved, we do so only after your consent.

We do not use enquiry details for unrelated email marketing unless you make a separate choice to receive it. We do not enable personalised advertising through the website.

Who we share information with

We use carefully selected providers to operate the website, enquiry tracker, email, file storage, marketing measurement and telephone service. These currently include Netlify, Google Workspace, Google Ads and Air Landline. We may also share the minimum necessary information with payment providers, insurers, accountants, professional advisers, suppliers or subcontractors involved in a quotation or project. We do not sell personal information.

Professional introductions and business contacts

We may research suitable architects, builders, interior designers and other professional businesses to introduce our joinery services and explore potential project partnerships. Contact information may come from your business website, public professional directories or information you give us directly. This can include a business name, a professional contact's name and role, business email address or telephone number, the source of the details, and records of relevant correspondence and contact preferences.

Where personal information is involved, we use legitimate interests only where an assessment supports a relevant, proportionate business introduction and balances our interests against your rights and reasonable expectations. Where consent is required for electronic marketing, including for sole traders and certain partnerships, we require an appropriate permission basis before sending. A publicly listed email address is not, by itself, consent. If subscriber status or permission is unclear, the contact is held rather than assumed eligible.

Our introduction identifies Wolf + Grain and links to this notice. You can object to direct marketing at any time by replying to the email or contacting us using the details above. We stop marketing to contacts who object and retain only the minimum suppression information needed to respect that choice. We review professional contact records for relevance and accuracy and remove information that is no longer needed, except where a minimal suppression record or a legal obligation requires retention. We do not sell these details or treat an introduction as permission for unrelated consumer marketing.

Contacting us on WhatsApp

WhatsApp is an optional way to contact Wolf + Grain. Choosing a WhatsApp link leaves this website and opens WhatsApp's service, where its own privacy policy applies. We use the messages, contact information and files you choose to send to respond to your enquiry and manage any resulting project, as described in this notice. Our website uses a direct link, not an embedded WhatsApp chat widget. The opening message is editable and contains only a general website or neighbourhood-page reference; it does not include your enquiry-form answers or advertising click identifiers. Opening the link does not send a message or sign you up for marketing.

International processing

Some technology providers may process information outside the UK. Where this happens, we rely on the provider's applicable UK adequacy arrangements or approved contractual safeguards and security measures.

How long we keep information

• Unsuccessful or dormant enquiries: normally up to 24 months after the last meaningful contact.
• Call recordings: normally up to 90 days, unless needed longer for a complaint, dispute or legal reason.
• Project, contract and accounting records: normally six years after the relevant transaction or end of the relationship, unless a longer period is required.
• Marketing attribution held with an enquiry follows the enquiry retention period.

We may keep information for longer where reasonably necessary for a dispute, legal claim or legal obligation.

Your rights

Depending on the circumstances, you may have rights to access, correct or erase your information, restrict or object to its use, and receive certain information in a portable format. You may object at any time to direct marketing. Contact us using the details above to exercise a right.

Complaints

Please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator.

Changes

We will review this notice when our services, suppliers or marketing tools change. The date at the top shows the latest published version.