Privacy Policy

This policy explains what personal information Grain & Fire Timber Ltd collects, why we collect it, how long we keep it, and what rights you have over it. We have written it in plain English rather than legal jargon.

Last updated: September 2026

Who We Are

Grain & Fire Timber Ltd is the data controller for the personal information described in this policy. We are a charred timber cladding manufacturer, producing at our yard in Yorkshire.

• Company: Grain & Fire Timber Ltd
• Registered in England and Wales, company number: 17142334
• Registered office: 940 Green Lanes, London, N21 2AD
• Website: grainandfiretimber.co.uk
• Phone: 01422 762100
• Email: sales@grainandfiretimber.com

If you have any question about this policy or about how we handle your information, contact us using the details above and we will respond.

What We Collect and Why

We only collect information that we actually need. There are three situations in which we collect personal data.

1. When you request a sample pack

We collect your name, email address, phone number, delivery address, and any project details you choose to give us, such as your role or the type of project you are working on.

We use this to post your samples, to follow up with a quote, and to answer any questions you have about the product.

Lawful basis: legitimate interests. You have asked us for samples, so we have a clear business reason to contact you about them and to follow up on your enquiry.

2. When you make an enquiry

We collect your name, email address, phone number, and whatever information you include in your message.

We use this to answer your enquiry, provide quotes and technical documentation, and to keep a record of what was discussed.

Lawful basis: legitimate interests, or steps taken at your request prior to entering into a contract.

3. When you visit our website

We use Google Analytics to understand how people find and use our site, and Google Ads to advertise our products. These tools may collect your IP address, device and browser information, the pages you visit, and how you arrived at our site.

This information is used in aggregate to improve the website and to measure whether our advertising is working. We do not use it to identify you personally.

Lawful basis: consent. Analytics and advertising cookies are only set if you agree to them. You can withdraw consent at any time through your browser settings.

Cookies and Advertising

Cookies are small text files stored on your device. Our site uses two kinds.

Essential cookies keep the website working. They handle things like remembering your cookie preferences and keeping forms secure. These cannot be turned off.

Analytics and advertising cookies are set by Google Analytics and Google Ads. They help us understand traffic and measure advertising performance. If you have seen our advert and later visited the site, Google may connect those two events so we can tell which adverts are effective.

You can control cookies through your browser settings, and you can opt out of Google’s advertising cookies directly using Google Ad Settings. Google’s own privacy policy explains how they handle data collected through these services.

Who We Share Your Information With

We do not sell your personal information. We do not share it with third parties for their own marketing purposes.

We do share information with a small number of service providers who help us run the business:

• Google – website analytics and advertising
• Our website host and email provider – storing enquiry records and correspondence
• Delivery and courier partners – posting sample packs and orders, which requires your name and address

These providers only process your information on our instructions and are not permitted to use it for anything else.

Some of these providers, including Google, may process data outside the UK. Where that happens, appropriate safeguards are in place as required by UK data protection law.

How Long We Keep It

We keep personal information only for as long as we have a reason to.

• Sample requests and enquiries that do not lead to an order: 24 months, then deleted
• Customer records where an order was placed: 6 years, to meet HMRC and accounting requirements
• Website analytics data: 14 months, in line with Google Analytics retention settings

If you ask us to delete your information sooner, we will do so unless we are legally required to keep it.

Your Rights

Under UK GDPR you have the following rights over your personal information.

• Access – ask for a copy of the information we hold about you
• Correction – ask us to fix anything inaccurate
• Deletion – ask us to delete your information
• Restriction – ask us to stop using it while a concern is resolved
• Objection – object to us processing your information on the basis of legitimate interests
• Portability – ask for your information in a portable format
• Withdraw consent – where we rely on consent, withdraw it at any time

To exercise any of these, email sales@grainandfiretimber.com or call 01422 762100. We will respond within one month and there is no charge.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Keeping Your Information Secure

Our website uses an encrypted connection, so anything you submit through a form is protected in transit. Access to enquiry records is limited to the people who need it to do their job. Our systems are kept up to date and password protected.

No system is completely secure, but we take reasonable steps to protect your information and we will tell you and the ICO promptly if a breach occurs that is likely to affect your rights.

Children

Our website and products are aimed at architects, specifiers, trade customers and homeowners. We do not knowingly collect information from anyone under 18. If you believe we have, contact us and we will delete it.

Changes to This Policy

We may update this policy from time to time. The date at the top shows when it was last revised. If we make a significant change to how we use your information, we will make that clear on the website.