Privacy Policy
Last updated: July 2026
Who we are
Westmorland Woodfuel respects your privacy and is committed to protecting your personal information.
Westmorland Woodfuel is a trading name of RK & GF Nicholson.
Address:
Sleastonhow
Kirkby Thore
Penrith
Cumbria
CA10 1XL
Email:
Telephone: 07557 334028
Website: www.westmorlandwoodfuel.co.uk
For the purposes of UK data protection law, RK & GF Nicholson, trading as Westmorland Woodfuel, is the data controller responsible for the personal information described in this notice.
This privacy policy explains what personal information we collect, why we use it, how long we retain it and the rights you have in relation to it.
What is personal data?
Personal data is information relating to an identified or identifiable individual.
This includes obvious information such as your name, address and contact details. It can also include less obvious information such as an IP address, device information and other online identifiers.
What personal data we collect
The information we collect will depend on how you contact us and the services you request. It may include:
- your name;
- your address and delivery address;
- your email address;
- your telephone number;
- details of your enquiry or order;
- delivery instructions and access information;
- records of correspondence with you;
- transaction, invoice and payment information; and
- technical information such as your IP address, browser and device information.
Please do not send us personal information that we do not need in order to answer your enquiry or fulfil your order.
How we collect your information
We may collect personal information when you:
- contact us by telephone, text message, WhatsApp or email;
- submit an enquiry through the website;
- place or discuss an order;
- arrange a collection or delivery;
- communicate with us about an existing order; or
- use our website.
Some technical information may also be collected automatically through essential website logs and cookies.
When you choose to contact us using a third-party service such as WhatsApp, that service will also process information in accordance with its own privacy policy.
Why we use your personal information
We may use your personal information to:
- respond to enquiries;
- provide quotations;
- process and fulfil orders;
- arrange deliveries or collections;
- contact you regarding an order;
- maintain financial, tax and business records;
- deal with complaints or disputes;
- protect our website and systems against misuse or security threats;
- understand how our website is used, where you have consented to analytics cookies; and
- comply with our legal and regulatory obligations.
Our lawful bases for processing
Under UK data protection law, we must have a lawful basis for using your personal information.
Depending on the circumstances, we may rely on:
Contractual necessity: where the information is required to provide a quotation, process an order, arrange delivery or fulfil our agreement with you.
Steps before entering into a contract: where you ask us for information or a quotation before placing an order.
Legitimate interests: where it is reasonably necessary to respond to enquiries, operate and improve our business, maintain appropriate records, secure our website or deal with complaints.
Legal obligation: where we need to retain or disclose information to comply with tax, accounting or other legal requirements.
Consent: where you have actively agreed to an optional use of your information, such as non-essential analytics cookies or marketing. You may withdraw your consent at any time.
Website enquiries and spam prevention
When you contact us through a website form, we may collect your name, contact details and the information you include in your message.
The website or its security services may also process your IP address and technical information for spam prevention, fraud prevention and website security.
Analytics
Where you consent to analytics cookies, we may use Google Analytics to collect information about how visitors find and use our website.
This may include information about pages visited, approximate location, device type, browser and how visitors interact with the website. We use this information to understand website performance and improve the experience for visitors.
Analytics cookies will not be placed unless you give your consent through the website’s cookie controls. Further information is available in our Cookie Policy.
Cookies
Our website uses essential cookies that are required for it to operate properly.
We may also use optional cookies for analytics or embedded third-party services. These will only be activated where required after you have given your consent.
You can change or withdraw your cookie choices using the cookie settings available on the website. Further details are provided in our Cookie Policy.
Embedded content and external services
Our website may include embedded or linked content supplied by third parties, such as Google Maps, videos or social-media services.
Interacting with this content may allow the third-party provider to collect information about your device, IP address and use of its service. Where appropriate, embedded services will be blocked until you consent to the relevant cookies.
External websites and services have their own privacy policies, and we are not responsible for how they process your information.
Who we share your information with
We do not sell your personal information and do not share it with other organisations for their own marketing purposes.
Where necessary, we may share limited personal information with trusted providers that help us operate our business, including:
- website hosting and technical-support providers;
- email and communications providers;
- website security and spam-prevention providers;
- analytics providers, where you have consented;
- accountants, insurers and professional advisers;
- delivery or transport providers where needed to fulfil an order; and
- public authorities, regulators or law-enforcement bodies where disclosure is legally required or permitted.
These providers may only use the information for the service they provide to us and must protect it appropriately.
International transfers
Some of the technology and communications providers we use may process information outside the United Kingdom.
Where this happens, we will take reasonable steps to ensure that appropriate legal protections are in place, such as UK adequacy regulations or approved contractual safeguards.
Marketing
We will not add you to a general marketing list merely because you make an enquiry or place an order.
We will only send electronic marketing where we have a lawful basis to do so and will provide a clear way to opt out. Where marketing relies on your consent, you may withdraw that consent at any time.
How long we retain your information
We retain personal information only for as long as it is reasonably required for the purpose for which it was collected.
As a general guide:
- enquiries that do not result in an order will normally be retained for no longer than two years;
- order, invoice, transaction and accounting records will normally be retained for up to six years to meet tax, accounting and legal requirements;
- correspondence relating to a complaint, dispute or legal matter may be retained until the matter has been resolved and any relevant limitation period has expired;
- website security and technical logs will normally be retained for a limited period; and
- cookie and analytics information will be retained in accordance with the periods stated in our Cookie Policy and the settings of the relevant service.
We may retain information for longer where required by law or where necessary in connection with an ongoing legal claim or investigation.
How we protect your information
We use reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.
The website uses HTTPS encryption to protect information sent between your browser and the website. Access to personal information is restricted to those who reasonably require it for business purposes.
No internet or electronic-storage system can be guaranteed to be completely secure, but we regularly review the measures used to protect the information we hold.
Your data protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
- ask for a copy of 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;
- receive certain information in a portable electronic format;
- withdraw consent where processing is based on consent; and
- complain about how your information has been used.
These rights are not absolute and may not apply in every circumstance. For example, we may need to retain certain order and accounting records to meet our legal obligations.
We may ask you to provide information to confirm your identity before responding to a request.
Complaints
Please contact us first if you have concerns about how we use your personal information, so that we have an opportunity to investigate and resolve the matter.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator responsible for data protection.
Personal data breaches
We will investigate suspected personal data breaches and take appropriate steps to reduce any risk to affected individuals.
Where a breach meets the legal reporting threshold, we will notify the Information Commissioner’s Office without undue delay and, where feasible, within 72 hours of becoming aware of it.
Where a breach is likely to result in a high risk to an individual’s rights and freedoms, we will also inform the affected individual without undue delay.
Changes to this privacy policy
We may update this privacy policy from time to time to reflect changes to our website, services, legal obligations or working practices.
The date at the top of this page shows when it was last updated.
Contact us
For questions about this privacy policy, requests concerning your personal information or concerns about how your information has been used, please contact:
Westmorland Woodfuel
Sleastonhow
Kirkby Thore
Penrith
Cumbria
CA10 1XL
Email:
Telephone: 07557 334028
Cookies
This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful. You can read more about this in our cookie policy.