Privacy Policy

Last updated: February 2026

Meadow Wood Preservation (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website meadowwoodpreservation.co.uk or use our damp proofing and timber treatment services.

1. Information We Collect

Personal Information You Provide

When you contact us, request a survey, or use our services, we may collect:

• Full name
• Email address
• Telephone number(s)
• Property address and postcode
• Details of the issue you are contacting us about (e.g. damp, timber decay, woodworm)
• Photographs of affected areas you may send us

Information Collected Automatically

When you browse our website, we may automatically collect:

• IP address and approximate location
• Browser type and version
• Pages visited and time spent on each page
• Referring website or search terms
• Device type and operating system

2. How We Use Your Information

We use the information we collect to:

• Respond to your enquiries and arrange property surveys
• Provide damp proofing, timber treatment, and other requested services
• Send you quotations, reports, and guarantees
• Communicate about your ongoing project or aftercare
• Improve our website and customer experience
• Comply with legal obligations and industry regulations

We will never sell your personal information to third parties or use it for unrelated marketing without your explicit consent.

3. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your data on the following bases:

• Contractual necessity — to fulfil our obligations when you engage our services
• Legitimate interest — to respond to enquiries, improve our services, and manage our business
• Consent — where you have opted in to receive marketing communications
• Legal obligation — to comply with applicable laws and regulations

4. Data Sharing

We may share your information with:

• Guarantee providers — such as insurance-backed guarantee underwriters for your protection
• Subcontractors — trusted tradespeople who assist with project delivery, bound by confidentiality
• Professional bodies — such as the Property Care Association (PCA) for accreditation and compliance purposes
• Legal and regulatory bodies — where required by law or to protect our rights

We do not share your data with any third parties for marketing purposes.

5. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy:

• Enquiry data — deleted after 12 months if no service is provided
• Customer project data — retained for the duration of any guarantee period (typically 10–30 years for damp proofing guarantees)
• Financial records — retained for 7 years as required by HMRC
• Website analytics — anonymised and retained for up to 26 months

6. Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct any inaccurate or incomplete data
• Erasure — request deletion of your data (subject to legal retention requirements)
• Restriction — ask us to limit how we process your data
• Portability — receive your data in a structured, commonly used format
• Objection — object to processing based on legitimate interest or direct marketing
• Withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us using the details below. We will respond within one calendar month.

7. Cookies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device. We use:

• Essential cookies — required for the website to function properly (e.g. form submissions, security)
• Analytics cookies — help us understand how visitors interact with our website (e.g. Google Analytics)
• Preference cookies — remember your settings and choices for a better experience

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external websites you visit.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data, including secure hosting with SSL encryption, restricted access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

10. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how we handle your information, please contact us:

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised “Last updated” date. We encourage you to review this policy periodically.