Privacy Policy

Scottish Working Woods respects your privacy and is committed to handling personal information responsibly and transparently.

This privacy policy explains what personal information we collect through this website, why we collect it, how it is used, and your rights in relation to that information.

Who we are

Scottish Working Woods operates a certification and labelling scheme for Scottish timber and woodland products.

For questions about this privacy policy or how we use your personal information, contact:

Email: enquiries@scottishworkingwoods.org.uk

Information we collect

Contact enquiries

When you contact us using the website contact form, we may collect:

  • your name

  • email address

  • telephone number

  • any information you include in your message

We use this information only to respond to your enquiry and, where necessary, to follow up with you.

The contact form is hosted and processed through Squarespace.

Licence applications

If you apply to become a Scottish Working Woods licensee, you may be asked to provide information about yourself, your business and the products or materials you work with.

Applications submitted through our online application form are processed using Google Forms.

We use this information to:

  • assess whether you and your products meet the Scottish Working Woods licence criteria

  • contact you about your application

  • administer the licensing scheme

  • maintain appropriate records relating to approved licensees

We only collect information that is relevant to the application and administration of the SWW scheme.

Our lawful basis for using your information

We process personal information where it is necessary for one or more of the following reasons:

  • Legitimate interests – for example, responding to enquiries and administering the Scottish Working Woods scheme

  • Steps taken at your request before entering into an agreement – for example, when assessing an application to become a licensee

  • Contract – where processing is necessary to administer an approved licence agreement

  • Consent – where we specifically ask for your consent for a particular purpose

Who we share information with

We do not sell personal information.

Personal information may be processed by service providers used to operate the website and administer the scheme, including:

  • Squarespace, which hosts this website and processes information submitted through the website contact form

  • Google, where Google Forms is used for licence applications

  • other service providers used for website hosting, email or administration where necessary

We may also share information where required by law.

How long we keep your information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected.

Contact enquiries are retained only for as long as necessary to deal with the enquiry and any related follow-up.

Licence application and licence administration records may be retained for longer where necessary to administer the scheme, maintain appropriate records, or meet legal or organisational requirements.

Cookies and website analytics

This website may use cookies and similar technologies that are necessary for the website to function.

We may also use Google Analytics to understand how visitors use the website, for example which pages are visited and how people arrive at the site.

Where non-essential analytics cookies are used, they will only be activated after you have given your consent through the website's cookie settings.

You can change or withdraw your cookie preferences at any time using the cookie settings available on the website.

International data transfers

Some of the services we use, including Squarespace and Google, may process personal information outside the UK.

Where personal information is transferred internationally, we rely on the safeguards provided by the relevant service provider and applicable data protection law.

Your data protection rights

Depending on the circumstances, you may have the right to:

  • request a copy of the personal information we hold about you

  • ask us to correct inaccurate or incomplete information

  • ask us to delete your personal information

  • ask us to restrict how your information is used

  • object to certain uses of your personal information

  • request the transfer of your information in certain circumstances

  • withdraw consent where consent is the basis for processing

If you would like to exercise any of these rights, contact us at enquiries@scottishworkingwoods.org.uk.

Complaints

If you have concerns about how your personal information has been handled, please contact us in the first instance.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Changes to this policy

We may update this privacy policy from time to time to reflect changes to the website, the services we use, or our legal obligations.

Last updated: September 2026