Privacy Notice

Round Wood of Mayfield Limited | Version 2.0 | Effective 3 November 2026

This notice explains what personal information we collect about you, why we collect it, what we do with it, how long we keep it, and what rights you have. It covers customers, visitors to our sites, visitors to our website, and people who contact us or subscribe to our marketing.

Separate notices apply to job applicants and to our suppliers.

1. Who we are

Round Wood of Mayfield Limited is the data controller for the personal information described in this notice. That means we decide how and why it is processed.

Our Privacy Officer is Zac Soudain, Managing Director. Contact him at:

Email: privacy@roundwood.com Post: Privacy Officer, Round Wood of Mayfield Limited, Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG Telephone: 01435 867 072

Please use these details for any question about this notice, or to exercise any of the rights in section 8.

2. Where we get your information

We collect personal information:

• directly from you — when you buy from us online, by phone, by email or in store; register an account or a Trade Account; request a quotation, sample or brochure; subscribe to our newsletter; complete our contact form or Delivery Questionnaire; enter a competition; or make a complaint
• automatically — when you use our website, through cookies and similar technologies (see section 9)
• from third parties — payment providers, delivery partners, credit reference agencies where you apply for credit, and review platforms where you leave a review
• from CCTV at our Mayfield and Lamberhurst sites

3. What we collect

Identity and contact information — name, business name, job title, billing and delivery addresses, telephone numbers, email address.

Order and transaction information — products ordered, quotations, order history, delivery arrangements, site access details you give us, correspondence about your order, invoices and payment records. We do not store full payment card numbers. Card payments are handled directly by our payment providers.

Account information — username, password (stored in encrypted form), account preferences, saved addresses.

Trade Account information — business type, trading name, company registration number, years trading, website, trading and shipping addresses, and named contacts including your accounts contact.

Credit information — where you apply for credit facilities, financial and credit reference information about the business and, where relevant, its directors or partners.

Marketing preferences — whether you have consented to marketing, which channels, and any objection or unsubscribe you have registered.

Website and technical information — IP address, device and browser type, operating system, pages visited, time on page, referring website, and how you interact with our emails.

Site visitor information — CCTV footage, and visitor records where you sign in at either of our sites.

Correspondence — records of your contact with us, including emails, contact form submissions, complaint records, and notes of telephone calls.

We do not deliberately collect any special category data (such as health or ethnicity). Please do not send us such information unless we have specifically asked for it — for example, where you tell us about an access need for a delivery.

4. Why we use it, and our legal basis

Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights and freedoms. You can ask us for details of that assessment, and you have the right to object — see section 8.

We do not carry out automated decision-making that produces legal or similarly significant effects about you. Credit decisions involve a human review.

5. Who we share it with

We share personal information with the following categories of recipient:

• Delivery partners and hauliers — your name, delivery address, telephone number, email address and delivery notes, so they can contact you and deliver your order
• Payment providers — to take and reconcile payment, and to process refunds
• IT and software providers — our website host, e-commerce platform, CRM, email and hosting providers, who process data on our behalf under contract
• Marketing platforms — our email marketing provider, and the advertising and analytics platforms described in our Cookie Policy, where you have consented
• Trustpilot — your name and email address, where we invite you to leave a review
• Credit reference and debt recovery agencies — where you apply for credit, or where an account falls into arrears
• Professional advisers — our accountants, auditors, insurers and solicitors, where necessary
• Manufacturers and suppliers — where a warranty or product claim needs to be referred to them
• Public authorities, regulators and law enforcement — where we are required by law, or to protect our rights or the safety of others

We require everyone who processes personal information on our behalf to do so only on our instructions, under a written contract, and with appropriate security in place.

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

If our business is sold or transferred, personal information may be transferred to the buyer as part of the transaction.

6. Transfers outside the UK

Some of our service providers — particularly IT, email marketing and analytics providers — are based outside the UK, or store data outside it.

Where we transfer personal information outside the UK, we make sure one of the following applies:

• the country has been assessed by the UK government as providing an adequate level of protection; or
• the transfer is covered by the UK International Data Transfer Agreement, or by the EU Standard Contractual Clauses together with the UK Addendum, supported where necessary by a transfer risk assessment; or
• another safeguard recognised under UK data protection law applies.

You can ask us for details of the safeguards in place for a particular transfer.

7. How long we keep it

At the end of these periods we securely delete or anonymise the information, unless we are required to retain it for longer by law or need it for an ongoing or anticipated legal claim.

8. Your rights

Under UK data protection law you have the right to:

• Be informed about how we use your information — that is what this notice is for
• Access a copy of the personal information we hold about you
• Rectification of information that is inaccurate or incomplete
• Erasure of your information in certain circumstances — this is not an absolute right, and we may need to keep records for tax or legal reasons
• Restrict processing in certain circumstances
• Data portability — to receive information you gave us in a structured, commonly used, machine-readable format
• Object to processing based on our legitimate interests, and to object at any time to direct marketing, which is an absolute right we will always honour
• Withdraw consent at any time, where we rely on consent. This does not affect the lawfulness of processing before you withdrew it

To exercise any of these rights, contact our Privacy Officer at privacy@roundwood.com.

We will respond within one month. We may extend this by up to two further months for complex requests, and will tell you if we do. We may ask you to verify your identity before we act. There is normally no charge.

If you are unhappy with how we have handled your information, please tell us first — contact our Privacy Officer, and see our Complaints Procedure. You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 0303 123 1113 | ico.org.uk

9. Cookies

Our website uses cookies and similar technologies. What they are, which ones we use, and how to control them is set out in our Cookie Policy. You can change your preferences at any time using the Cookie Settings link in our footer.

10. Marketing

If you have subscribed to our marketing, or bought from us and not opted out, we may send you information about products, offers and news.

You can stop this at any time by:

• clicking unsubscribe in any marketing email
• emailing privacy@roundwood.com
• updating your preferences in your account
• telling any member of our team

We will act on your request promptly. You may still receive service messages relating to an order — order confirmations, delivery arrangements and similar — as these are not marketing.

11. CCTV

We operate CCTV at our Mayfield and Lamberhurst sites for the security of our premises, stock, staff and visitors. Signage is displayed. Footage is retained for 30 days unless required for a specific incident, and is disclosed only to the police, our insurers, or where we are legally required to do so.

12. Security

We use appropriate technical and organisational measures to protect personal information, including access controls, encryption in transit, secure hosting and staff training. No transmission over the internet is completely secure, and we cannot guarantee absolute security.

If a breach occurs that is likely to result in a high risk to your rights and freedoms, we will tell you without undue delay and explain what you can do.

13. Children

Our website and products are not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe we hold information about a child, please contact our Privacy Officer and we will delete it.

14. Other websites

Our website links to other sites. We are not responsible for their privacy practices, and this notice does not apply to them. Please read their own privacy notices.

15. Changes to this notice

We may update this notice. The current version and its effective date are shown at the top. Where changes are significant, we will bring them to your attention — for example by email or by a notice on our website.

Cookie Policy

Round Wood of Mayfield Limited | Version 2.0 | Effective 3 November 2026

In short: we use a small number of cookies that are necessary for the website to work, and — only if you agree — cookies that help us understand how the site is used and show you relevant advertising. You can change your mind at any time using the Cookie Settings link in the footer.

1. What cookies are

Cookies are small text files placed on your device when you visit a website. They let a site remember things between pages and between visits — what is in your basket, whether you are logged in, what your preferences are.

We also use similar technologies such as tracking pixels (tiny images that report that a page or email has been opened) and local storage. In this policy, “cookies” covers all of them.

2. Your choices

When you first visit roundwood.com you will see a banner asking about non-essential cookies. You can:

• Accept all — allow every category below
• Reject all — allow only strictly necessary cookies
• Manage preferences — choose category by category

Rejecting is as easy as accepting, and non-essential cookies are not set unless and until you agree.

You can change your choice at any time via the Cookie Settings link in the footer of every page. Withdrawing consent does not affect anything that happened before you withdrew it.

You can also control cookies through your browser — see section 7 — but browser settings are a blunt instrument and will not tell our site your preference.

3. The categories we use

Strictly necessary — always on

These are needed for the website to function and for you to buy from us. They cannot be switched off, and under the Privacy and Electronic Communications Regulations 2003 they do not require your consent. They include cookies that keep your basket contents, keep you logged in, secure your session, balance load across our servers, and remember your cookie choices.

Functional — consent required

These remember choices you make, such as your preferred delivery region or units, and enable enhanced features such as live chat and embedded content. If you decline them, the site still works but is less convenient.

Analytics and performance — consent required

These tell us how the site is used — which pages are visited, how long people stay, where they arrive from, and where they run into problems. We use this to improve the site. We do not use it to identify you personally.

Advertising and targeting — consent required

These are set by advertising platforms so that the advertising you see elsewhere is more relevant, and so that we can measure whether our advertising works. They can be used to build a profile of your interests across websites. If you decline them, you will still see advertising, but it will be less relevant to you.

4. The cookies we set

The table below reflects the technologies we know to be in use. It must be verified against a scan of the live site before publication, and re-verified whenever tags, plugins or platforms change.

Durations are those set by the provider and can change without notice to us.

5. Third parties who set cookies through our site

Some cookies are set by third parties, not by us. Those parties are separately responsible for how they use the information, and their own policies apply:

• Google (Analytics, and Maps where embedded) — policies.google.com/privacy
• Meta (Facebook and Instagram, including the Meta Pixel) — facebook.com/privacy/policy
• Trustpilot, where review widgets are embedded — uk.legal.trustpilot.com
• Our payment providers, at checkout

6. Tracking in emails

Our marketing emails contain a small tracking pixel that tells us whether the email was opened and which links were clicked. This helps us send fewer, more relevant emails. You can prevent it by setting your email client not to load remote images, or by unsubscribing at any time using the link in every email.

7. Managing cookies in your browser

Most browsers let you see, delete and block cookies, and delete them automatically when you close the browser.

• Chrome: Settings › Privacy and security › Third-party cookies
• Firefox: Settings › Privacy & Security › Cookies and Site Data
• Safari: Settings › Privacy › Manage Website Data
• Edge: Settings › Cookies and site permissions › Manage and delete cookies and site data

Blocking all cookies will stop parts of our website working, including your basket, your account and checkout.

8. Do Not Track and Global Privacy Control

Browsers vary in how they signal privacy preferences, and there is no single agreed standard. Our cookie banner is the reliable way to tell us what you want.

9. How this relates to your personal data

Some cookie information is personal data. How we handle it, and what rights you have over it, is set out in our Privacy Notice.

You can ask us for a copy of the information we hold, ask us to delete it, or object to it being used, by contacting our Privacy Officer at privacy@roundwood.com. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

10. Changes

We will update this policy when our use of cookies changes. The version number and effective date at the top will tell you when it last changed.

11. Contact us

Privacy Officer — Zac Soudain, Managing Director Round Wood of Mayfield Limited, Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG privacy@roundwood.com | 01435 867 072

Reviews Policy

Round Wood of Mayfield Limited | Version 1.0 | Effective 3 November 2026

We ask customers to review us, and we publish what they say. This page explains how that works: who we ask, what we do and do not do, and what happens to a review once it is written.

The short version: we do not write reviews, buy reviews, incentivise reviews, or ask for the bad ones to be taken down.

1. Where our reviews come from

1.1 Our principal review platform is Trustpilot, an independent service we do not control. Reviews there are collected, hosted and moderated by Trustpilot under their own rules.

1.2 We may also display reviews and testimonials elsewhere on our website, in case studies, and on our social media. Where we do, we say where the review came from.

1.3 Where we quote a review in marketing, we quote it accurately and in context. We do not edit a review to change its meaning, and we do not present a qualified review as an unqualified one.

2. Who we invite to review

2.1 We invite customers to review us after they have bought from us, using the contact details from their order.

2.2 We invite everyone we can. We do not screen customers first, we do not filter out orders we think went badly, and we do not send invitations only to customers who have already told us they are happy. Selective invitation produces a rating that is not an honest reflection of the business, which defeats the object.

2.3 We do not invite people who have not bought from us to review us.

2.4 You do not have to review us. If you would rather not be asked, tell us at any time — email privacy@roundwood.com or use the unsubscribe link — and we will stop.

3. What we do not do

We will not, and we will not ask anyone else to:

• write or submit a review of our own business, whether in our own names, under false names, or through friends, family, staff or agencies;
• buy reviews, or use any service that supplies, generates or sells reviews;
• submit or commission a review of a competitor, positive or negative;
• offer any incentive — payment, discount, prize entry, free product, upgrade or preferential treatment — in exchange for a review, or in exchange for a positive review;
• make a refund, remedy or goodwill gesture conditional on a customer writing, changing or removing a review;
• ask a customer to take down a negative review as a condition of resolving their complaint;
• suppress, hide or bury genuine negative reviews, or arrange for them to be pushed down by others;
• present a review of one product as a review of a different product, or aggregate reviews across products in a way that misleads.

If we ever do run a promotion connected to feedback, we will say clearly and prominently that a review was incentivised, and we will not make the incentive conditional on the review being positive.

4. Our staff

4.1 Our employees, directors and their households must not post reviews of Round Wood of Mayfield, and must not post reviews of our competitors.

4.2 Where a member of our team responds to a review, they do so openly, in the company’s name.

4.3 Any member of staff who is asked — by anyone, including a manager — to write or arrange a review should report it to the Managing Director at zac@roundwood.com. There will be no adverse consequence for doing so.

5. Checking that reviews are genuine

We take reasonable and proportionate steps to satisfy ourselves that the reviews we publish and rely on are genuine. In practice this means:

• using an independent platform for our primary reviews, which applies its own verification and fraud detection;
• checking against our own records where a review names an order, a product or a member of staff, so we can confirm the transaction took place;
• monitoring for patterns — clusters of similar reviews, unusual timing, or language that does not match a real transaction;
• reporting anything suspicious to the platform, whether it is favourable to us or not;
• not publishing a review on our own website unless we can tie it to a real customer and a real order.

This includes reviews that flatter us. A five-star review we cannot connect to a real order is as much a problem as a hostile one, and we will report it.

6. Negative reviews

6.1 We publish them. A review is not removed because it is critical, because it is unfair, or because we disagree with it.

6.2 We respond to them. Where a review raises a specific problem, we will reply publicly and, where we can identify the order, contact the customer directly to put it right. Our Complaints Procedure applies in the normal way.

6.3 Leaving a negative review will not affect how we deal with your order, your warranty, your account or any complaint you have with us.

7. When we will ask a platform to look at a review

We will report a review to the platform, or ask for it to be reviewed under the platform’s rules, only where we have a specific and stated reason. That means where the review:

• is not from a genuine customer of ours — for example it describes a transaction that did not happen, or relates to a different business;
• is defamatory, or makes a specific factual allegation we can show to be untrue;
• contains abusive, discriminatory, obscene or threatening language;
• contains personal information about a member of our staff or another customer, or discloses information that should be confidential;
• is commercial spam, or promotes another business;
• relates to a live legal dispute where publication would prejudice it.

The decision is the platform’s, not ours. We ask; they decide. We do not treat a report as a way of removing criticism we find inconvenient, and we do not report reviews simply because they are negative or because we think they are unfair.

8. If you think a review is fake

Tell us. Email sales@roundwood.com with a link to the review and why you think it is not genuine. We will look into it, report it to the platform if we agree, and tell you what we did.

That applies whether the review is about us or about another business we are associated with, and whether it is positive or negative.

9. Your review and your personal information

9.1 When you review us on Trustpilot, Trustpilot is the controller of the information you provide to them, and their privacy policy applies. To invite you, we share your name and email address with them. See our Privacy Notice.

9.2 If you submit a review, photograph or testimonial directly to us, section 6 of our Website Terms of Use applies. In summary: it must be your own genuine experience, and you give us permission to reproduce it. We will not use your full name or contact details in marketing without asking you first.

9.3 You can ask us to stop using a review or testimonial you gave us. Email privacy@roundwood.com and we will remove it from material we control. We cannot remove a review from an independent platform on your behalf — you would need to do that through the platform, and you have the right to.

10. Photographs of your project

Where a customer sends us photographs of a completed frame, deck or garden, we will ask before we publish them, and we will say whether we intend to identify the location. You can withdraw permission at any time.

11. Why this matters

Reviews are one of the few things a customer can use to judge a supplier before spending money with them. A timber frame is a significant purchase and most people buy one once. Manipulating that signal is both dishonest and, since April 2025, unlawful — writing, commissioning or hosting fake reviews without taking reasonable steps to check them is a banned practice under the Digital Markets, Competition and Consumers Act 2024.

We would rather have an honest four stars than a bought five.

Round Wood of Mayfield Limited | Company No. 06791312 | VAT No. GB944783973 Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG sales@roundwood.com | 01435 867 072

Candidate Privacy Notice

Information for people applying to work at Round Wood of Mayfield Version 1.0 | Effective 3 November 2026

This notice explains what we do with the personal information you give us when you apply for a job with us, or when we consider you for one. Please read it before you apply.

A separate Privacy Notice covers customers and website visitors.

1. Who we are

Round Wood of Mayfield Limited is the data controller for your application. We are registered in England and Wales under number 06791312, with our registered office at Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG.

Our Privacy Officer is Zac Soudain, Managing Director. Contact him at privacy@roundwood.com, or by post at the address above.

2. What we collect

From you:

• your name, address, telephone number and email address
• your CV, covering letter and application form
• your employment history, qualifications, training and skills
• your right to work in the UK — passport, visa or share code
• your national insurance number and date of birth, where needed to check eligibility
• notes and assessments from interviews, trials and any practical assessment
• your salary expectations and notice period
• any information you volunteer, including reasons for leaving previous roles
• details of any adjustments you need for the recruitment process
• for driving roles, your driving licence details and endorsements

From others:

• references from the referees you nominate, taken at offer stage
• recruitment agencies and job boards, where you applied through them
• publicly available sources such as LinkedIn, where relevant to the role

Special category data. We may collect information about your health or disability where you tell us about an adjustment you need, and we may collect equal opportunities information. Providing equal opportunities information is entirely optional, it is kept separate from your application, and it is not seen by anyone making the hiring decision.

Criminal records. We do not routinely ask about criminal convictions. Where a role requires it, we will tell you before you apply and explain why.

3. Why we use it, and our legal basis

We do not make automated decisions about applications. Every application is read and assessed by a person.

4. Who sees it

Inside the business, your application is seen by the hiring manager for the role, anyone involved in interviewing you, and the person handling recruitment administration. It is not circulated more widely.

Outside the business, we may share it with:

• the recruitment agency or job board you applied through
• your referees — we will contact them only at offer stage, and only with your agreement
• our IT and email providers, who host the systems your application sits in
• our professional advisers, if we need advice on a recruitment matter
• the Home Office or other authorities, where we are legally required to

We do not share your application with anyone else, and we do not use it for marketing.

5. If we offer you the role

If you accept an offer, the information you gave during recruitment becomes part of your employment record. We will give you an employee privacy notice at that point, which explains what happens next.

6. How long we keep it

7. Your rights

You have the right to:

• be told how we use your information — this notice
• access a copy of what we hold, including interview notes
• have inaccurate information corrected
• have information erased in certain circumstances
• restrict or object to how we use it
• withdraw consent, where we rely on it — for equal opportunities data, or for being kept on file
• data portability, where processing is based on consent or contract

A note on interview notes. You are entitled to see them if you make a subject access request. Our interviewers know this and are asked to write notes that are factual, relevant and job-related. If they contain information about another person, we may need to redact that part.

To exercise any right, email privacy@roundwood.com. We will respond within one month.

If you are unhappy with how we have handled your information, please tell our Privacy Officer first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

8. Do you have to provide it?

You do not have to give us anything. But we cannot consider your application without the basic information about you and your experience, and we cannot employ you without checking your right to work in the UK.

Equal opportunities information is optional and has no effect on your application.

9. Adjustments

If you need an adjustment to any part of the recruitment process — the application format, the interview arrangements, extra time, an accessible location — tell us. Email [insert recruitment contact] or call 01435 867 072. We will use that information only to make the adjustment, and it will not form part of the assessment of your application.

10. Changes

We may update this notice. The version in force is the one published when you apply.

Supplier Privacy Notice

Information for our suppliers, contractors and their staff Round Wood of Mayfield Limited | Version 1.0 | Effective 3 November 2026

This notice explains what we do with personal information relating to our suppliers, subcontractors, hauliers, professional advisers and the people who work for them.

Most of the information we hold about a supplier is company information, not personal data. This notice covers the part that is personal — the named individuals we deal with, and sole traders and partnerships, where information about the business is also information about a person.

1. Who we are

Round Wood of Mayfield Limited, registered in England and Wales under number 06791312, registered office Round Wood, Newick Lane, Mayfield, East Sussex TN20 6RG.

Privacy Officer: Zac Soudain, Managing Director — privacy@roundwood.com

2. What we hold

• Contact details of your named staff — name, job title, work email, work telephone number
• Business details — trading name, address, company or VAT number, bank details for payment
• For sole traders and partnerships — the same, where it identifies an individual
• Correspondence — emails, call notes, meeting notes, quotations, orders and delivery records
• Contract and performance records — what was supplied, when, quality issues, disputes
• Financial records — invoices, payments, credit terms, credit reference information
• Compliance records — insurance certificates, health and safety documentation, chain of custody certification, modern slavery confirmations, right to work checks for contractors working on our sites
• Site access records — visitor logs and CCTV at Mayfield and Lamberhurst
• Driver details where hauliers deliver to or collect from us

3. Why we use it

4. Where we get it

From you and your colleagues, from your company’s website and published material, from credit reference agencies, from certification bodies, and from public registers such as Companies House.

5. Who we share it with

• Our IT, accounting and email providers, who host the systems the information sits in
• Our bank and payment providers
• Our professional advisers — accountants, auditors, insurers, solicitors
• Credit reference and debt recovery agencies, where relevant
• Certification bodies and auditors, where chain of custody or supply chain verification requires it
• Regulators and enforcement authorities, including the Office for Product Safety and Standards and APHA, where we are required to demonstrate timber due diligence or CITES compliance
• Our customers, where they ask for supply chain information about a product they have bought and it is appropriate to provide it

Where a service provider is outside the UK, we use the UK International Data Transfer Agreement, the EU Standard Contractual Clauses with the UK Addendum, or another recognised safeguard.

6. How long we keep it

7. Your rights

You have the right to be informed, to access your information, to have inaccuracies corrected, to erasure in certain circumstances, to restrict or object to processing, and to data portability where applicable.

Some of what we hold we are legally required to keep — timber due diligence records and accounting records in particular — and we cannot delete those on request.

Contact privacy@roundwood.com to exercise any right. We respond within one month.

If you are unhappy with our response, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

8. If you supply us with personal data

If, in the course of supplying us, you give us personal information about other people — your own staff, subcontractors or customers — you are responsible for having a lawful basis to share it, and for telling those people that you have.

Where we act as a processor of personal data on your behalf, or you act as a processor on ours, a separate written data processing agreement will apply.

9. Changes

We may update this notice. The current version is published at roundwood.com/supplier-privacy/.