Wilkes Wood Limited is committed to respecting your privacy and protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you visit wilkeswood.com, contact us, download a resource or subscribe to our newsletter.
Please read this Policy alongside our Cookie Policy.
1. Who we are
Wilkes Wood Limited is the controller responsible for the personal information covered by this Privacy Policy.
- Company name: Wilkes Wood Limited
- Company number: 15280456
- Registered office: 919a Abbeydale Road, Sheffield, England, S7 2BJ
- Website: wilkeswood.com
- Privacy contact: frederick@wilkeswood.com
We do not currently have a formally appointed Data Protection Officer. For any privacy-related question, request or concern, please contact us using the email address above.
2. The information we collect
We may collect and process the following categories of personal information.
Information you provide directly
When you contact us through our website, we may collect:
- Your name
- Your email address
- Your telephone number
- Your company name
- Your website address or URL
- Your project budget or investment range
- Details of your project, organisation, requirements or enquiry
- Any other information you choose to include in your message
When you request a downloadable resource, we may collect:
- Your name
- Your email address
- The resource requested
- The date and time of your request
When you subscribe to our newsletter, we may collect:
- Your name
- Your email address
- Your consent record and marketing preferences
- The date, time and method by which you subscribed or unsubscribed
Where we provide a calculator, audit tool or similar interactive feature, we may collect:
- Information entered into the tool
- The result generated
- Contact details, where you choose to provide them
- Information needed to respond to your request or explain the result
Please do not send us sensitive personal information through website forms unless we have specifically asked you to do so.
Information collected automatically
When you browse our website, we may collect limited technical and usage information, including:
- IP address
- Browser type and version
- Device type
- Operating system
- Pages visited
- Time spent on pages
- Referring website or source
- Interactions with website content
- Cookie identifiers and consent preferences
We collect this information through cookies and similar technologies where permitted by law and in accordance with your cookie choices.
3. How we use your information
We use personal information for the following purposes.
| Purpose | Lawful basis |
|---|---|
| Responding to an enquiry, assessing whether we can help and discussing a potential project | Our legitimate interests in operating and growing our business, and taking steps at your request before entering into a contract where relevant |
| Sending you a resource you have requested | Our legitimate interests in responding to your direct request and providing the resource |
| Recording and managing enquiries in our CRM | Our legitimate interests in managing business opportunities, client relationships and communications |
| Sending newsletter updates, resources and marketing emails | Your consent |
| Administering our website, preventing spam, maintaining security and investigating misuse | Our legitimate interests in keeping our website and systems secure |
| Understanding how visitors use our website and improving its performance | Your consent, where analytics cookies or similar technologies are used |
| Meeting legal, accounting, insurance or regulatory obligations | Compliance with a legal obligation |
| Establishing, exercising or defending legal claims | Our legitimate interests in protecting our business and legal rights |
Where we rely on legitimate interests, we consider and balance those interests against your rights and expectations. You may object to processing based on legitimate interests at any time by contacting us.
4. Newsletter marketing
We will only send you newsletter or marketing emails where you have actively opted in to receive them. Our newsletter may include insights, resources, examples of our work, service updates and relevant business news from Wilkes Wood.
You can withdraw your consent at any time by:
- Clicking the unsubscribe link in any marketing email; or
- Contacting us at frederick@wilkeswood.com.
Withdrawing consent will not affect the lawfulness of processing carried out before you withdrew it. Requesting or downloading a resource from our website does not automatically subscribe you to our newsletter.
5. Who we share information with
We do not sell your personal information.
We may share personal information with carefully selected service providers where this is necessary to operate our website, respond to enquiries, manage relationships or deliver our services. Depending on the service you use, these providers may include:
- Google Workspace and Google Drive for business email, communication and secure file storage;
- Formspree for website-form processing and delivery;
- Notion for our CRM and internal relationship management;
- Mailchimp for newsletter distribution and consent management;
- Google Analytics, Google Tag Manager and Google Search Console for website measurement, tag management and search-performance monitoring;
- Vercel and Vercel Analytics for website hosting, deployment and website-performance analysis;
- Sanity for content-management functionality;
- Adobe Fonts (Typekit) for delivering the typefaces used on our website, which involves your browser requesting font files from Adobe's servers;
- GitHub for secure code management and version control;
- Google reCAPTCHA, where enabled, to help protect forms from spam, abuse and automated submissions.
Access within Wilkes Wood is restricted to the people who need it for legitimate business purposes. This is ordinarily limited to Frederick Ostrovskis and James, with Tom Palmer receiving access only where it is relevant to his agreed role.
We may also share information where required by law, to protect our legal rights, to respond to lawful requests from public authorities, or in connection with a business restructuring, sale or transfer.
6. International transfers
Some of our service providers may process personal information outside the United Kingdom.
Where this happens, we will only make a restricted transfer where a valid UK GDPR transfer mechanism applies. This may include an adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to the European Commission's standard contractual clauses, or another lawful safeguard.
You may contact us for further information about the safeguards relevant to a particular provider.
7. How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. Our usual retention periods are:
| Type of information | Typical retention period |
|---|---|
| General enquiries, project enquiries and calculator submissions | Up to 12 months after our last meaningful contact, unless the enquiry becomes a client relationship or there is another lawful reason to retain it longer |
| Downloaded-resource requests where the person has not opted into marketing | Up to 12 months from the request |
| Newsletter subscriber information | Until you unsubscribe or withdraw consent |
| Suppression records for unsubscribed contacts | For as long as reasonably necessary to make sure we do not market to you again |
| Client and contract-related information | For the duration of the relationship and afterwards where needed for legal, tax, accounting, insurance or contractual purposes |
| Website analytics information | For the period configured in the relevant analytics platform and in line with our Cookie Policy |
We may retain anonymised or aggregated information that no longer identifies you.
8. Cookies and similar technologies
We use cookies and similar technologies to make our website function, remember your cookie preferences and, where you consent, understand how visitors use the website.
We do not currently use paid advertising, remarketing pixels or behavioural advertising tracking on our website. Analytics and other non-essential cookies will not be placed on your device unless you choose to accept them through our cookie banner or preference centre.
For more information, including how to change your choices, please read our Cookie Policy.
9. Google reCAPTCHA
Where enabled, our forms use Google reCAPTCHA to help protect against spam, fraud and automated misuse.
Google reCAPTCHA may collect technical information such as IP address, browser and device information, mouse movements, time spent on a page and other signals needed to distinguish legitimate users from automated activity. Google's Privacy Policy and Terms of Service apply to its use of reCAPTCHA.
10. Your rights
Under UK data-protection law, you may have the right to:
- Request access to the personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Request deletion of your information in certain circumstances;
- Request restriction of how we use your information;
- Object to our use of your information where we rely on legitimate interests;
- Withdraw consent at any time where we rely on consent;
- Request the transfer of certain information to another organisation;
- Complain to the Information Commissioner's Office.
To exercise any of these rights, contact us at frederick@wilkeswood.com. We may need to ask for information to confirm your identity before responding to a request.
11. Complaints
We would appreciate the opportunity to resolve any concern directly. Please contact us first at frederick@wilkeswood.com.
You also have the right to complain to the Information Commissioner's Office, the UK regulator for data-protection matters.
12. Children
Our website and services are intended for adults and business decision-makers. We do not knowingly collect personal information from children.
13. Automated decision-making
We do not make decisions about you solely by automated means where those decisions have legal or similarly significant effects.
14. Third-party websites
Our website may include links to third-party websites, platforms or services.
We are not responsible for the privacy practices of those third parties. Please read their privacy policies before providing them with personal information.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our website, services, suppliers or legal obligations. The latest version will always be published on our website with the date of the most recent update.