The SLIM Woodlands C.I.C. is responsible for deciding how and why your personal information is used. This means we are the data controller for the personal information covered by this Privacy Policy.

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Business name: The SLIM Woodlands C.I.C.
Company number: 11565082
Office address: Office 24c, The Carlson Suite, Bizspace Vantage Point Business Village, Mitcheldean, Gloucestershire, England, GL17 0DD
Email: enquiries@slimwoodlands.co.uk
Telephone: 01594 540978
Website: www.slimwoodlands.co.uk

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If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

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

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• Your name and contact details, including your email address, telephone number and postal address.

• The name of your business, organisation or employer, where applicable.

• Information about your woodland, land or project, including its location, size, ownership, management history and your objectives.

• Information contained in messages, enquiries and correspondence you send to us.

• Consultation, course and appointment booking information.

• Payment and transaction information.

• Copies of maps, plans, photographs, reports and other documents you choose to provide.

• Information about accessibility, dietary or other requirements relevant to attending a course or event.

• Records of the services, consultations or courses you have purchased or attended.

• Your marketing preferences and records of any consent you provide.

• Technical information about how you use our website, including your IP address, browser type, device information, referring website and pages visited.

• Any other information you voluntarily provide when contacting or working with us.

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Please avoid including sensitive personal information in an enquiry or uploaded document unless it is genuinely necessary for us to provide the requested service.

We may collect personal information directly from you when you:

• Complete a website contact or enquiry form.

• Book a consultation, course or other service.

• Contact us by email, telephone, post or social media.

• Make a payment.

• Subscribe to our mailing list.

• Attend a consultation, course, meeting or site visit.

• Supply maps, plans, reports, photographs or project documents.

• Enter into a contract or working relationship with us.

• Provide feedback or make a complaint.

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We may also receive information from:

• A business, organisation or individual acting on your behalf.

• Publicly accessible sources, such as Companies House, Land Registry information, planning portals and other official registers.

• Professional advisers, contractors, land agents or project partners.

• Forestry, planning or environmental authorities where relevant to your project.

• Website, analytics, booking and payment service providers.

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If you provide personal information about another person, you must ensure that you have a lawful reason to share it with us and that the person understands how their information may be used.

We may use your personal information to:

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• Respond to an enquiry or request for information.

• Assess your requirements and recommend an appropriate service.

• Arrange and deliver consultations, courses, surveys, woodland management plans and other professional services.

• Prepare quotations, proposals, reports, plans and recommendations.

• Manage bookings, payments, cancellations and refunds.

• Communicate with you before, during and after a service or course.

• Maintain appropriate client, project and financial records.

• Manage our relationship with clients, course participants, suppliers and professional contacts.

• Administer and improve our website and services.

• Monitor website performance, security and visitor activity.

• Prevent fraud, misuse and other unlawful activity.

• Comply with our legal, regulatory, insurance and professional obligations.

• Establish, exercise or defend legal claims.

• Send marketing communications where we have a lawful basis to do so.

• Maintain a record of people who have asked not to receive marketing.

We will not use your information for purposes that are incompatible with those explained in this Privacy Policy unless we have a lawful reason to do so.

UK data protection law requires us to have a lawful basis for using personal information. Depending on the circumstances, we may rely on the following lawful bases:

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Contract

We may use your information where it is necessary to take steps at your request before entering into a contract or to fulfil a contract with you. This includes processing enquiries, quotations, bookings, payments and delivering agreed services.

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Legal obligation

We may use and retain information where necessary to comply with legal obligations, including accounting, taxation, consumer protection and regulatory requirements.

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Legitimate interests

We may use information where it is necessary for our legitimate business interests and those interests do not override your rights. These interests may include:

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• Responding to business enquiries.

• Managing and improving our services.

• Maintaining appropriate business and project records.

• Protecting our website, systems, clients and business.

• Recovering money owed to us.

• Establishing or defending legal claims.

• Understanding how our website and services are used.

• Communicating with existing professional and business contacts where permitted.

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Consent

We may rely on your consent for optional activities such as sending certain email marketing communications or using non-essential cookies.

Where we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before it was withdrawn.

When you book a consultation, course or professional service, we may need information that allows us to understand your requirements, administer the booking and deliver the service.

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For woodland consultations and professional projects, this may include woodland locations, maps, ownership information, photographs, plans, reports and details of your objectives or concerns.

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For courses, we may request information needed to manage attendance, safety, accessibility or dietary requirements. We will only use this information for administering the course and supporting participants.

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Some information will be necessary for us to enter into or fulfil a contract. If you do not provide information that is reasonably required, we may be unable to accept a booking or deliver the requested service.

Payments made through our website may be processed by Wix Payments or another payment service provider available through the website at the time of purchase.

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The payment provider processes payment information according to its own privacy terms and security procedures. We do not normally receive or retain your complete card details.

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We may retain transaction records, invoices and payment confirmations for accounting, taxation, contract administration and fraud-prevention purposes.

Our website uses cookies and similar technologies to operate correctly, remember preferences, maintain security and understand how visitors use the website.

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Essential cookies may be placed because they are necessary for the website to function. Where required, optional analytics, functionality or marketing cookies will only be used after you have made a choice through the website’s cookie banner.

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You can change or withdraw your cookie preferences through the cookie settings available on the website. You can also control cookies through your browser, although blocking essential cookies may affect how the website functions.

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Further information about the cookies used on this website should be provided in our Cookie Policy or through the website’s cookie settings panel.

We may send you news, woodland information, course announcements and updates about our services where:

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• You have actively asked to receive them;

• You have provided valid consent; or

• Another lawful basis permits us to contact you.

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Marketing consent is optional and is separate from submitting a general enquiry or booking a service.

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You can unsubscribe at any time by:

• Selecting the unsubscribe link in a marketing email; or

• Emailing enquiries@slimwoodlands.co.uk.

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We may retain limited information on a suppression list after you unsubscribe. This helps us respect your preference and avoid sending further marketing communications.

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Unsubscribing from marketing will not prevent us from sending essential communications about an enquiry, booking, payment or service you have requested.

We do not sell or rent your personal information.

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Where necessary, we may share information with trusted organisations and individuals that help us operate our website and deliver our services,

including:

• Wix.com and providers supporting our website, forms, bookings and customer-management functions.

• Payment processors and financial institutions.

• Email, cloud storage, video-conferencing and communication providers.

• Website analytics and security providers.

• Accountants, insurers, legal advisers and other professional advisers.

• Consultants, associates, trainers, contractors and project partners involved in delivering an agreed service.

• Forestry, planning, environmental or other public authorities where required for an agreed project.

• Law-enforcement bodies, regulators, courts or government authorities where disclosure is legally required.

• A purchaser, successor or adviser involved in a restructuring, merger or transfer of our organisation, subject to appropriate confidentiality and data-protection safeguards.

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We only share information that is reasonably necessary for the relevant purpose. Organisations processing information on our behalf must handle it securely and in accordance with applicable data-protection law.

Some of our website, email, cloud storage, booking, payment or analytics providers may store or process personal information outside the United Kingdom.

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Where information is transferred internationally, we require an appropriate legal safeguard. Depending on the destination and provider, this may include:

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• UK adequacy regulations;

• The UK International Data Transfer Agreement;

• The UK Addendum to approved standard contractual clauses; or

• Another safeguard permitted under UK data-protection law.

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You can contact us if you would like more information about the safeguards relevant to your personal information.

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected and to meet any legal, accounting, insurance or professional obligations.

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Our usual retention periods are:

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• General enquiries that do not become client work: normally up to two years after the last meaningful contact.

• Client, consultation and project records: normally up to six years after the service or working relationship ends.

• Contracts, invoices and financial records: for the period required by applicable accounting and taxation law, normally six years from the end of the relevant financial year.

• Course and attendance records: normally up to six years where connected to a booking, payment, accreditation, incident or contractual record.

• Accessibility, dietary or health-related course information: only for as long as required to administer the relevant activity, unless it forms part of an accident, insurance or legal record.

• Marketing records: until you withdraw consent, unsubscribe or we determine that the information is no longer accurate or useful.

• Marketing suppression records: for as long as reasonably necessary to ensure we continue to respect your request not to receive marketing.

• Website analytics information: according to the retention period configured within the relevant analytics service and our cookie settings.

• Complaints or legal claims: for as long as reasonably required to resolve the matter and meet any associated legal or insurance requirements.

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We may retain information for longer where a legal dispute, complaint, insurance matter, investigation or regulatory requirement makes this necessary.

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When information is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

We use reasonable technical and organisational measures designed to protect personal information from:

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• Unauthorised access;

• Accidental loss;

• Improper use;

• Unauthorised alteration;

• Disclosure; and

• Destruction.

These measures may include access controls, passwords, secure cloud services, software updates, backups and limiting access to those who reasonably need the information.

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Although we take appropriate precautions, no website, email service or internet transmission can be guaranteed to be completely secure. Please take care when sending confidential or sensitive information electronically.

Depending on the circumstances and the lawful basis being used, you may have the right to:

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• Ask for access to the personal information we hold about you.

• Ask us to correct inaccurate or incomplete information.

• Ask us to erase your information.

• Ask us to restrict how your information is used.

• Object to our use of your information.

• Ask to receive certain information in a portable format.

• Withdraw consent where we rely on consent.

• Complain to the Information Commissioner’s Office.

These rights are not absolute and may not apply in every situation. For example, we may need to retain certain records to comply with a legal obligation or establish or defend a legal claim.

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To exercise a right, email enquiries@slimwoodlands.co.uk. We may need to ask for information to confirm your identity before responding.

You will not normally be charged for exercising your rights. However, data-protection law may permit a reasonable fee or allow us to refuse a request if it is manifestly unfounded or excessive.

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Your Right to Object

You have the right to object at any time to the use of your personal information for direct marketing. If you object, we will stop using your information for that purpose.

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You may also object where we rely on legitimate interests. We will consider your objection and stop the relevant processing unless we have compelling legitimate grounds to continue or the information is needed for legal claims.

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To object, contact enquiries@slimwoodlands.co.uk.

We do not currently use personal information to make decisions based solely on automated processing where those decisions would have a legal or similarly significant effect on you.

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If this changes, we will update this Privacy Policy and provide the information required by data-protection law.

Our website and services are not directed specifically at children, and we do not knowingly collect children’s personal information through the website for marketing purposes.

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Information concerning a person under 18 should only be supplied where necessary and by a parent, guardian, school, organisation or other person with appropriate authority.

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If you believe a child has submitted personal information to us inappropriately, please contact us.

Our website may contain links to websites operated by other organisations.

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We are not responsible for the privacy practices, security or content of third-party websites. We recommend reading the privacy information provided by the relevant organisation before submitting personal information through its website.

If you have concerns about how we have used your personal information, please contact us first so that we have an opportunity to investigate and respond.

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Email: enquiries@slimwoodlands.co.uk
Telephone: 01594 540978
Address: Office 24c, The Carlson Suite, Bizspace Vantage Point Business Village, Mitcheldean, Gloucestershire, England, GL17 0DD

You also have the right to complain to the UK’s data-protection regulator:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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Telephone: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint/

We may update this Privacy Policy when our website, services, suppliers or legal obligations change.

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The latest version will be published on this page, and the “last updated” date will be amended. We recommend checking this page occasionally for changes.

If you have any questions about this Privacy Policy, wish to exercise a data-protection right or want to raise a concern, please contact:

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The SLIM Woodlands C.I.C.
Office 24c, The Carlson Suite
Bizspace Vantage Point Business Village
Mitcheldean
Gloucestershire
England
GL17 0DD

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Email: enquiries@slimwoodlands.co.uk
Telephone: 01594 540978