Privacy Policy

  1. Important notice

This is the Privacy Notice of Otford Builders Merchants Limited (“Otford Builders Merchants”, “we”, “us” or “our”), a limited company registered in England under company number 102016 whose registered address (and main trading address) is at 60 High Street, Otford, Sevenoaks, Kent TN14 5PH. This Privacy Notice sets out how we collect and process your personal data as a controller – this is where we decide how and why your personal data is processed. It also sets out certain information that is legally required and lists your rights in relation to your personal data. Please read this Privacy Notice to understand how we may use your personal data.

This Privacy Notice relates to personal information that identifies “you” meaning our customers or potential customers, suppliers or potential suppliers, individuals who browse our website at“Our Site”) and other individuals outside our organisation with whom we interact from time to time. If you are an employee, contractor or you are otherwise engaged in work for us or applying to work for us, a separate privacy policy applies to you instead.

This Privacy Notice is not intended for children and we do not knowingly collect personal data relating to children.

Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

This Privacy Notice should be read in conjunction with our Cookies Policy which can be found here

This Privacy Notice may vary from time to time so please check it regularly.  This version of this Privacy Notice was first published in June 2021.

  1. How to contact us

Our Data Protection Officer (“DPO”) is Charlotte Passingham. She can be contacted by using the following details:

Email address: Telephone number: 01959 524511

Postal address: 60 High Street, Otford, Sevenoaks, Kent TN14 5PH

If you wish to correct your personal data held by us, opt out at any time from receiving marketing correspondence from us, alter your marketing preferences, or contact us more generally in connection with our use or processing of your personal data or gain access to it then please contact Charlotte Passingham directly.

  1. Categories of personal data we collect

The categories of personal data about you that we may collect, use, store, share and transfer are set out in the table below. We do not collect any ‘special category’ or ‘sensitive’ personal data or data relating to criminal convictions and/or offences.

Category Of Data CollectedWhat might this include?
Individual Data Personal data which relates to your identity including title, first name, middle name, last name, marital status, title, date of birth and gender as well as your contact information such as your delivery address, billing address, email address and contact telephone numbers. This could also include details of your job title and work contact details if you are ordering on behalf of a company.
Advertising data Personal data which relates to your advertising preferences, such as information about your preferences in receiving marketing materials from us and our third parties and your communication preferences.
Information Technology Data Personal data which relates to your use of Our Site, such as your internet protocol (IP) address, login data, traffic data, weblogs and other communication data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access Our Site.
Account and Profile Data  Personal data which relates to your account or profile on Our Site, such as your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Economic and Financial Data Personal data which relates to your finances, such as your bank account and payment card details and information which we collect from you for the purposes of the prevention of fraud.
Sales Data Personal data which relates to the transactions you have conducted with us, such as details about payments to and from you, details of subscriptions to our services or publications and other details of products and services you have purchased from us.
Audio and Visual Data Personal data which is gathered using our CCTV or other recording systems in the form of images, video footage and sound recordings that is taken at any of our locations.
Market Research Data Personal data which is gathered for the purposes of market research, such as price comparison information.

We may also create personal data about you, for example, if you contact us by telephone to make a complaint, for example about our services or goods, then we may make a written record of key details of the conversation so that we can take steps to address the complaint.

We may also obtain and use certain aggregated data such as statistical or demographic data for any purpose (“Aggregated Data”). Aggregated Data may be derived from your personal data but does not directly or indirectly reveal your identity. For example, we may aggregate your Information Technology Data to calculate the percentage of users accessing a specific feature on our website. However, if we re-combine or re-connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.

  1. The sources from which we obtain your personal data

We obtain your personal data from the following sources:

Directly from you Either in person (at our locations or otherwise), via Our Site or by telephone or via hand held devices. This could include personal data which you provide when you: (i) place an order for our products or services; (ii) create an account on our website; (iii) subscribe to our publications; (iv) request information on our products or services or for other marketing to be sent to you; (v) enter into a competition or promotion; or (vi) complete a survey from us or give us feedback.
Via automated technologies Such as CCTV or other recording systems, cookies, server logs and other similar technologies. We may automatically collect Information Technology Data about your equipment, browsing actions and patterns by using cookies, server logs and other similar technologies. We may also receive Information Technology Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
From someone else Such as: (i) analytics providers (such as Google Analytics); (ii) advertising networks; (iii) search information providers (such as providers of credit check services); (iv) providers of technical, payment and delivery services; and (v) providers of social media platforms (such as Facebook, Twitter and Instagram) for example where you share our content through social media, for example by liking us on Facebook, following or tweeting about us on Twitter.
From publicly available sources  Such as: (i) Companies House; or (ii) HM Land Registry.
  1. How we use your personal data 

We collect personal data about you in order to:

  1. perform our contractual obligations to you. This would include:
  • processing and performing any bookings and orders placed by you; 
  • orders placed by us where you are a supplier;
  • making or receiving payments, fees and charges; and 
  • collecting and recovering money owed.
  1. manage our relationship with you including:
  • to send you important notices such as communications about changes to our terms and conditions and policies (including this Privacy Notice); 
  • to provide you with important real-time information about products or services you have ordered from us (e.g. a change of time or location due to unforeseen circumstances);
  • to send you information you have requested;
  • to deal with your enquiries; and 
  • to ask you to leave a review or feedback on us;
  1. administer our business and carry out business activities; 
  2. make suggestions and recommendations to you about goods or services that may be of interest to you, deliver relevant website content and advertisements to you and to measure or understand the effectiveness of our advertising;
  3. communicate with you about, and administer your participation in, special events, programs, promotions, any prize draws or competitions;
  4. for internal purposes to use data analytics, to identify usage trends, determine and measure the effectiveness of promotional campaigns and advertising and to improve Our Site, products/services, marketing, customer relationships and experiences;
  5. protect our business including to deal with any misuse of Our Site and to comply with our security policies at our locations; 
  6. use your personal data to comply with our own legal and industry obligations e.g. to comply with health and safety requirements, or to assist in a police investigation; 
  7. enforce or apply our terms of use, terms and conditions of supply and other agreements with third parties; 
  8. to detect and prevent fraud and other illegal activities (and to assist regulators, trade bodies and law enforcement agencies in relation to the same);
  9. finance, restructure, sell, make ready for sale or dispose of our business in whole or in part including to any potential buyer or their advisers; and
  10. investigate and defend any third-party claims or allegations.
  1. Our lawful basis for processing your personal data

Legal bases we may rely on:

In most circumstances, the lawful basis for our processing personal data will be one of the following:

  1. the processing is necessary in order for us to comply with our legal obligations (such as compliance with anti-money laundering legislation);
  2. the processing is necessary for the performance of a contract you are party to or in order to take steps at your request prior to you entering into a contract;
  3. processing is necessary for the establishment, exercise or defence of legal claims
  4. the processing is necessary for the pursuit of our legitimate business interests. In particular, our legitimate interests include: 
  • the provision of goods and services;
  • the recovery of debt;
  • the provision of administration and / or IT services;
  • the security of our IT network;
  • the prevention of fraud;
  • marketing of goods and services and promotion of our business;
  • the reorganisation or sale or refinancing of the business or a group restructure;
  • the study in how to develop and the update of our products and services; 
  • the development of our business strategy; and
  • protecting our business and property; and
  1. the processing is necessary in order to protect the vital interests of an individual e.g. where there is a medical emergency at one of our premises.

Where we may rely on consent

For certain purposes it may be appropriate for us to obtain your prior consent. For example, where we process personal data as a result of our use of cookies or other similar technologies that we are also required to obtain your consent to use (e.g. performance/analytics cookies). The legal basis of consent is only used by us in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way.

In the event that we rely on your consent, you may at any time withdraw the specific consent you give to our processing your personal data. Please contact us using the contact details set out in paragraph 1 to do so. Please note even if you withdraw consent for us to use your personal data for a particular purpose, we may continue to rely on other lawful bases to process your personal data for other purposes.

  1. How long we keep personal data

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. We will store your personal data for the time period which is appropriate in accordance with the following criteria: 

  1. the on-going business operation / relationship that we have with you;
  2. the completion of the purpose for which the personal data was given;
  3. our legal obligations in relation to that personal data and other legal requirements;
  4. the type and size of the data held and whether any if it is deemed to be special category personal data; or
  5. our accounting requirements in relation to that personal data.

We keep the length of time that we hold your personal data for under review. These reviews take place annually.

  1. Who we disclose personal data to

We may disclose your personal data to:

  1. our group companies and affiliates or third-party data processers who may process data on our behalf to enable us to carry out our usual business practices. Any such disclosure will only be so that we can process your personal data for the purposes set out in this Privacy Notice;
  2. HMRC, legal and other regulators or authorities, including those who request your personal data or to report any potential or actual breach of applicable law or regulation;
  3. external professional advisers such as accountants, bankers, insurers, auditors and lawyers; 
  4. law enforcement agencies, courts or other relevant party, to the extent necessary for the establishment, exercise or defence of legal rights;
  5. third parties where necessary for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties;
  6. third parties which are considering or have decided to acquire some or all of our assets or shares, merge with us or to whom we may transfer our business (including in the event of a reorganisation, dissolution or liquidation);
  7. third parties operating plugins or content (such as Facebook, Twitter, Instagram) on our website which you choose to interact with; and
  8. third parties for the purposes of marketing their products and services where we think these may be of interest to you.
  1. Personal data about other people which you provide to us

If you provide personal data to us about someone else (such as one of your directors or employees, other individuals or someone with whom you have business dealings) you must ensure that you are entitled to disclose that personal data to us and that, without our taking any further steps, we may collect, use and disclose that personal data as described in this Privacy Notice. 

You must ensure the individual concerned is aware of the various matters detailed in this Privacy Notice, as those matters relate to that individual, including our identity, how to contact us, the way in which we collect and use personal data and our personal data disclosure practices, that individual’s right to obtain access to the personal data and make complaints about the handling of the personal data, and the consequences if the personal data is not provided.

  1. Accuracy of your personal data

It is important that the personal data we hold about you is accurate and current and we take all reasonable precautions to ensure that this is the case but we do not undertake to check or verify the accuracy of personal data provided by you.  Please keep us informed if your personal data changes during your relationship with us either by logging onto your account on Our Site or by contacting us. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal data that you provide to us.

  1. Transfers of personal data outside of the UK

Your personal data will not be transferred or processed outside of the UK.

  1. Contractual requirements on you to provide personal data 

In certain circumstances the provision of personal data by you is a requirement to comply with a contract, or necessary to enter into a contract.

It is your choice as to whether you provide us with your personal data necessary to enter into a contract or as part of a contractual requirement. If you do not provide your personal data then the consequences of failing to provide your personal data are that we may not be able to perform to the level you expect under our contract with you. An example of this would be where we are unable to provide you with certain products or services as we do not have your full details, or where we cannot perform our contract with you at all because we rely on the personal data you provide in order to do so. 

  1. What are my rights?

Subject to applicable law including relevant data protection laws, in addition to your ability to withdraw any consent you have given to our processing your personal data (see paragraph 6) you may have a number of rights in connection with the processing of your personal data, including:

  1. the right to request access to your personal data that we process or control;
  2. the right to request rectification of any inaccuracies in your personal data or, taking into account the purposes of our processing, to request that incomplete data is completed;
  3. the right to request, on legitimate grounds as specified in law:
  • erasure of your personal data that we process or control; or
  • restriction of processing of your personal data that we process or control;
  1. the right to object, on legitimate grounds as specified in law, to the processing of your personal data; 
  2. the right to receive your personal data in a structured, commonly used and machine-readable format and to have your personal data transferred to another controller, to the extent applicable in law; and
  3. the right to lodge complaints regarding the processing of your personal data with the Information Commissioner’s Office or other relevant supervisory body. Please see for how to do this.

If you would like to exercise any of the rights set out above, please contact us using the contact details set out in paragraph 2.