Privacy Policy

The Wooden Pool Store is a trading style of HeatPumps4Pools Limited, a company registered in England and Wales under company number 07662022. In this policy, “we”, “us” and “our” refer to HeatPumps4Pools Limited.

We are the “controller” of the personal data we collect through this website, which means we decide how and why your data is processed. We are committed to protecting the privacy of anyone using our site and to handling your information lawfully and transparently in line with UK GDPR and the Data Protection Act 2018.

We may collect and process the following information about you:

• Contact details — name, email address, phone number, delivery and billing address.
• Order information — products purchased, order value, delivery instructions, and any pool-sizing or installation details you share with our team.
• Enquiry information — anything you tell us in an enquiry form, email or phone call.
• Payment information — card payments are handled by Stripe; we do not see or store full card numbers on our systems.
• Website usage data — pages visited, referring source, device type and approximate location, collected via cookies (see our Cookie Policy).
• Marketing preferences — whether you have opted in to email updates and your communication preferences.

We use your personal data to:

• process and fulfil your orders, including delivery and after-sales support;
• respond to enquiries about pools, equipment and installation;
• provide quotations, site assessments and product recommendations;
• process payments and prevent fraud;
• keep proper accounting and tax records;
• improve our website, products and customer service;
• send you marketing about our pools and equipment, where you have opted in.

We rely on the following lawful bases under UK GDPR:

• Contract — to take payment, deliver products and provide after-sales support for orders you place with us.
• Legitimate interests — to respond to enquiries, run our business efficiently, prevent fraud and improve our services. We balance this against your rights and freedoms.
• Legal obligation — to keep tax records, comply with consumer law and respond to lawful requests from regulators or courts.
• Consent — for marketing emails and for analytics or marketing cookies. You can withdraw consent at any time.

We do not sell your personal data. We share it only with carefully selected third parties who help us run our business, and only for the purposes set out below:

• Stripe — to take card payments securely.
• HubSpot — our CRM, where enquiries and order details are stored so our team can follow up.
• Resend — to send transactional emails such as order confirmations and enquiry acknowledgements.
• Ordoro — our fulfilment platform for equipment and accessory orders.
• Couriers and logistics partners — to deliver pools, equipment and accessories to your address.
• Manufacturers and suppliers — where they need details (such as pool dimensions or delivery address) to make or ship a product you have ordered.
• Google Analytics — to understand how the site is used, only where you have given cookie consent.
• Professional advisers and authorities — including accountants, auditors, HMRC and law enforcement, where we are legally required to share information.

Where any of these parties process data outside the UK, we ensure appropriate safeguards are in place (such as the UK addendum to the EU Standard Contractual Clauses).

We only keep your personal data for as long as we need it. In practice that means:

• order and accounting records — at least 6 years to meet HMRC requirements;
• enquiry records — up to 3 years from your last contact with us;
• marketing preferences — until you unsubscribe or ask us to delete them;
• website analytics — typically up to 26 months in Google Analytics.

When we no longer need your data, we delete or anonymise it.

We use appropriate technical and organisational measures to protect your personal data — including HTTPS encryption across the site, access controls on our systems, and reputable third-party providers for payments and hosting. No system can be guaranteed perfectly secure, but we work to reduce risk and keep our processes under review.

Under UK GDPR you have the right to:

• request a copy of the personal data we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to erase your data, where we no longer have a lawful reason to keep it;
• ask us to restrict or object to certain processing;
• request that we transfer your data to another provider (data portability);
• withdraw consent for marketing or analytics at any time.

To exercise any of these rights, email enquiries@thewoodenpoolstore.co.uk. We will respond within one calendar month.

If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO): ico.org.uk.

Where you have opted in, we may send you occasional emails about new products, special offers and seasonal pool advice. Every marketing email contains an unsubscribe link, and you can also opt out at any time by emailing enquiries@thewoodenpoolstore.co.uk.

This site uses cookies to make the basket work, remember your preferences and — with your consent — to understand how the site is used. For full details, see our Cookie Policy.

Our products and services are aimed at adults. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, please contact us and we will delete it.

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last updated. If we make a material change, we will draw it to your attention — for example, by a notice on the site or by email if appropriate.

If you have any questions about this Privacy Policy or how we handle your personal data, please get in touch: