Last updated: 05-08-2025

Birchwood Aquatic Supplies Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and share your information when you visit our website or interact with us.

🔹 Who We Are

Birchwood Aquatic Supplies Ltd
Company number: 16567640
Registered address: Birchwood Aquatic Centre, London Road, Swanley, Kent, BR8 7QD
Email: info@birchwoodaquaticcentre.co.uk
We are the data controller for the purposes of data protection law in the United Kingdom.

🔹 What Data We Collect

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

• Contact details – such as name, email address, phone number (e.g. when filling in forms, contacting us or subscribing to updates)
• Account or purchase information – order history, delivery address, preferences
• Email communications – including messages sent to us and our replies
• Website usage data – IP address, device type, browser type, pages visited, time on site
• Marketing data – preferences for receiving marketing and communications
• Cookies and tracking data – see our Cookie Policy for more details

We do not collect or store your credit card details. Online payments are securely processed by our payment provider (e.g. Square), and we never see or retain full card information.

🔹 How We Use Your Data

We process your data for the following purposes:

Purpose	Lawful Basis
To respond to enquiries and provide customer service	Legitimate interest
To process purchases and deliver goods	Contract
To send order confirmations and updates	Contract
To send marketing communications (if opted in)	Consent
To improve our website and services	Legitimate interest
To comply with legal obligations	Legal obligation

 

We will only process your data where we have a valid legal basis under UK GDPR.

🔹 Marketing Communications

We may send marketing emails if you have opted in (e.g. newsletter sign-up). You can withdraw your consent at any time by:

• Clicking the unsubscribe link in our emails, or
• Contacting us directly at info@birchwoodaquaticcentre.co.uk

🔹 Sharing Your Data

We only share personal data with third parties when necessary to provide our services. This may include:

• Website hosting providers
• Payment processors (e.g. Square)
• Email marketing services (e.g. Mailchimp, if used)
• Advertising platforms (e.g. Facebook, Instagram, Google)

We ensure that all third-party processors are GDPR-compliant and only process your data in accordance with our instructions.

🔹 International Data Transfers

Some of our service providers may store or process your data outside the UK (e.g. in the USA). Where this occurs, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions
• Standard contractual clauses approved by the UK Information Commissioner’s Office (ICO)

🔹 Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected, including for legal, accounting, or reporting requirements. Typical retention periods:

• Enquiries: up to 12 months
• Order records: up to 6 years (for tax/legal compliance)
• Marketing data: until you withdraw consent

🔹 Your Rights

Under UK GDPR, you have the right to:

• Access – request a copy of your personal data
• Rectification – correct inaccurate or incomplete data
• Erasure – request deletion of your data (“right to be forgotten”)
• Restrict processing – ask us to limit the use of your data
• Object to processing – particularly for direct marketing
• Data portability – receive your data in a reusable format
• Withdraw consent – at any time, where processing is based on consent
• Lodge a complaint – with the UK Information Commissioner’s Office (ICO):
  www.ico.org.uk

To exercise any of these rights, please email us at [Insert privacy contact email].

🔹 Cookies & Tracking

We use cookies and similar technologies to analyse traffic, personalise content, and support advertising. Some cookies are placed by third-party services, such as:

• Google Analytics
• Facebook Pixel
• Google Ads
• Instagram Ads

See our Cookie Policy for full details and how to manage your cookie preferences.

🔹 Data Security

We take appropriate security measures (technical and organisational) to protect your data from loss, misuse, or unauthorised access.

🔹 Links to Other Sites

Our website may include links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read their privacy policies.

🔹 Changes to This Policy

We may update this Privacy Policy occasionally. Any significant changes will be posted on this page and, where appropriate, notified to you by email.