Last updated: October 2026

This notice explains what personal information Core Timber Systems Ltd collects through this website and when you contact us, why we use it, how long we keep it and your rights. We only collect what we need to deal with your enquiry or order. We don't sell your information and we don't send marketing unless you ask us to.

Who we are

Core Timber Systems Ltd is the controller of your personal information. We are registered in Scotland, company number SC640916.

Registered office: 37 Portland Road, Kilmarnock, KA1 2DJ
Trading address: Unit 1, Capital Business Park, Drakemyre, Dalry, North Ayrshire KA24 5JD
Email: info@coretimbersystems.co.uk
Phone: 07834 516698

What we collect

Enquiry and quote forms

Our developer/trade quote form and our self-build enquiry form ask for:

your name, phone number and email address
your company name (required on the developer form, optional on the self-build form)
project details: site or plot location, project type, number of plots, house types, products required, timescale, planning or building warrant status, and the budget range for the timber package (self-build form, optional)
any message you write and any drawings or plans you upload (for example PDF, DWG, DXF or image files). Drawings can include a site address or other people's names, such as your architect or engineer.

Fields marked * are needed for us to reply. The others are optional.

Phone and email

If you call or email us, we keep your contact details and what you tell us about your project.

Customers

If you place an order, we also keep what we need to supply it and to keep business records: site and delivery details, site contacts, drawings, quotes, orders, invoices and payment records.

How we use it and our lawful basis

Replying to enquiries and preparing quotes or tenders. Lawful basis: taking steps at your request before entering into a contract. Where you enquire for a business, our legitimate interest in responding to business enquiries.
Supplying and delivering your order, and handling any questions about it afterwards. Lawful basis: performance of a contract.
Keeping accounting, tax and other business records. Lawful basis: legal obligation.
Keeping our website and systems secure. Lawful basis: our legitimate interests.

We only send marketing if you ask us to, and you can tell us to stop at any time. We don't make decisions about you using automated means only.

Who we share it with

We don't sell your personal information. We only share it with service providers who help us run our business, and only as far as they need it:

Netlify, our website host, which is based in the United States. Netlify processes what you send through our website forms, including uploaded files, and delivers your enquiry to our email. Submissions are also held in our Netlify account until we delete them.
Microsoft 365, which we use for email and to store business documents.
As our website host, Netlify also processes technical information, such as your IP address, browser type and the pages requested, to deliver and secure the site.
Our accountants and professional advisers, and HMRC or other authorities where the law requires it.

Cookies and third-party content

This website does not use analytics or advertising tools and does not set cookies itself. Two features load content from other companies. When they load, your browser sends your IP address and basic browser information to those companies:

Google Fonts: the text fonts on every page load from Google's servers (fonts.googleapis.com and fonts.gstatic.com). See Google's privacy policy.
OpenStreetMap: the map on our contact page loads from openstreetmap.org. See the OpenStreetMap Foundation privacy policy.

When we checked in October 2026, neither of these set cookies. The links on our contact page that open Google Maps or the full OpenStreetMap site take you to those websites, which have their own cookie and privacy policies.

International transfers

Some of our service providers are based in, or may process information in, countries outside the UK, including the United States. Where that happens, we rely on the safeguards UK data protection law requires, such as UK adequacy regulations or approved contract terms.

How long we keep it

Enquiries that don't go ahead: up to 2 years from our last contact, in case you come back to us about the same project, then deleted.
Customer records (quotes, orders, invoices, drawings and related correspondence): 6 years from the end of the financial year they relate to, to meet HMRC tax and accounting requirements.

We may keep information for longer only where the law requires it or where it is needed for a legal claim.

Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal information we hold about you (access)
have inaccurate information corrected (rectification)
ask us to delete your information (erasure)
ask us to limit how we use it (restriction)
object to us using it where we rely on legitimate interests (objection)
receive information you gave us in a reusable format, or have it sent to another organisation (portability)

Some rights only apply in certain circumstances. To use any of them, email info@coretimbersystems.co.uk or call 07834 516698. There is normally no charge, and we will reply within one month.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk, phone 0303 123 1113.

Changes to this notice

We will update this notice if how we use personal information changes. The date at the top shows when it was last updated.