Avalon Forestry

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Privacy Policy – Avalon Forestry

This Privacy Policy explains how Avalon Forestry collects, uses and protects personal data when we deal with commercial clients and contacts. It applies to enquiries and communications we receive via our website contact forms and by email.

Last updated: July 2026

1. Who we are and how to contact us

Avalon Forestry is a UK-based forestry planting stock supplier and coordinator. We work with commercial clients including forestry contractors, landowners, estates, developers, local authorities and conservation organisations.

For the purposes of UK data protection law, Avalon Forestry is the “data controller” for the personal data described in this policy. That means we decide how and why your personal data is used.

Contact details:

Avalon Forestry
United Kingdom
Email: info@avalonforestry.co.uk

If you have any questions about this policy or how we handle personal data, you can contact us using the details above.

2. What personal data we collect

We collect and process the following types of personal data about individual contacts at our commercial clients and prospective clients:

  • Name
  • Business email address
  • Business phone number
  • Company or organisation name
  • Job title or role (where provided)
  • Enquiry details and any information you choose to include in your message (for example, planting plans, project details, site location and timescales)
  • Our correspondence with you (emails and notes of conversations relating to your enquiry or project)

We do not intentionally collect special category data (such as health information) or criminal offence data. Please do not include this type of information in your enquiry.

3. How we collect your personal data

We collect personal data directly from you when you:

  • Submit an enquiry or request a quote using a contact form on our website;
  • Contact us by email or telephone;
  • Provide your details to us at events, site meetings or through existing business relationships.

We may also receive your business contact details from colleagues or other organisations involved in a project (for example, a main contractor, land agent or consultant) where it is appropriate to share details so we can respond to an enquiry or coordinate forestry planting stock.

4. Why we use your personal data and our legal bases

We only use your personal data when the law allows us to. Under the UK GDPR and the Data Protection Act 2018, we rely on the following legal bases:

  • Legitimate interests: We use your data where it is necessary for our legitimate business interests, and those interests are not overridden by your rights. This includes:
    • Responding to enquiries and requests for information or quotes;
    • Planning, sourcing and coordinating forestry planting stock and related services;
    • Managing ongoing relationships with commercial clients and partners;
    • Keeping basic records of communications and transactions for business management and planning; and
    • Protecting and defending our legal rights.
  • Performance of a contract (or steps before entering into a contract): Where we need to process your personal data to prepare, enter into or fulfil a contract with you or your organisation.
  • Legal obligations: In some cases we are required to keep certain records for tax, accounting or other legal reasons.

We do not use your personal data for unrelated third-party marketing.

5. Who we share your personal data with

We only share personal data with others when it is necessary and lawful to do so. Depending on the project, we may share business contact details and relevant enquiry information with:

  • Forestry nurseries and planting stock suppliers;
  • Logistics providers and haulage companies involved in deliveries;
  • Other professional advisers or contractors involved in your project, such as land agents, consultants, main contractors or specialist forestry contractors;
  • Our professional advisers (for example, accountants, insurers or legal advisers) where necessary for advice or to protect our legal rights;
  • IT and communications service providers who host our email or help us operate our systems.

We do not sell your personal data and we do not allow third parties to use it for their own direct marketing.

Where we use service providers, they act as our “processors” and only process personal data on our instructions. We require them to keep your data secure and to comply with data protection law.

6. International transfers

Our core operations are based in the UK. If we ever need to transfer personal data outside the UK (for example, because an IT provider stores data on servers in another country), we will ensure that appropriate safeguards are in place, such as:

  • A decision by the UK government that the country offers an adequate level of data protection; or
  • A contract approved for use under UK data protection law that gives personal data equivalent protection.

If you would like more information about any international transfers that relate to your data, you can contact us using the details above.

7. How long we keep your personal data

We keep personal data only for as long as we need it for the purposes described in this policy, and to meet any legal, accounting or reporting requirements.

In general:

  • Enquiry and contact form data – We normally keep enquiry details and our correspondence for up to 3 years from the date of our last meaningful contact, in case you return to us or a project is revived.
  • Client and project records – Where an enquiry leads to paid work, we keep relevant records (including correspondence) for up to 7 years after the end of the financial year in which the work was completed, to comply with tax, accounting and legal requirements.

We may keep information for longer if necessary in connection with a complaint, dispute or legal claim, or to comply with specific legal obligations.

8. Your rights under UK data protection law

You have a number of rights in relation to your personal data under the UK GDPR and the Data Protection Act 2018. These rights are not absolute and may be subject to certain conditions and exemptions, but we will always consider and respond to any request you make.

  • Right of access – You can ask for a copy of the personal data we hold about you, together with information about how we use it.
  • Right to rectification – You can ask us to correct inaccurate or incomplete personal data.
  • Right to erasure (“right to be forgotten”) – In some circumstances, you can ask us to delete your personal data.
  • Right to restriction of processing – In certain situations, you can ask us to limit how we use your data.
  • Right to data portability – In some cases, you can ask us to provide your data in a structured, commonly used and machine-readable format, or to transfer it to another organisation.
  • Right to object – You can object to our use of your personal data where we are relying on legitimate interests. We will then consider your objection and stop processing unless we have compelling legitimate grounds to continue or we need to use the data in connection with legal claims.

You also have the right not to be subject to a decision based solely on automated processing, including profiling, where this would have legal or similarly significant effects on you. We do not carry out this type of automated decision-making.

To exercise any of these rights, please contact us using the details in the “Who we are and how to contact us” section.

9. Your right to complain

If you have any concerns about how we handle your personal data, we would encourage you to contact us first so we can try to resolve the issue.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113

10. How to contact us about data protection

If you have any questions about this Privacy Policy, how we use your personal data, or if you wish to exercise any of your rights, please contact us at:

Email: info@avalonforestry.co.uk
Post: Avalon Forestry, United Kingdom

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our practices or our services. When we do, we will update the “Last updated” date at the top of this page. We recommend that you review this policy periodically to stay informed about how we protect your personal data.