Privacy & Cookie Policy

Last updated: 22/6/2026

This Privacy & Cookie Policy explains how Malvern Hills Cabins Ltd collects, uses and protects personal information when you visit our website, contact us, request a quote, place an order, or buy goods or services from us.

1. Who we are

Malvern Hills Cabins Ltd
Registered in England and Wales
Company number: 15564466
Registered office: Charlton Barn, Birtsmorton, Nr Malvern, Worcestershire WR13 6AW
VAT number: 470 8003 12
Email: enquiries@malvernhillscabins.co.uk
Website: www.malvernhillscabins.co.uk

Malvern Hills Cabins Ltd is the data controller for the personal information we collect and use.

In this policy, “we”, “us” and “our” mean Malvern Hills Cabins Ltd. “You” and “your” mean visitors to our website, customers, potential customers, suppliers and other people who contact us.

2. What personal information we collect

We may collect and use the following information.

Information you give us directly

This may include:

  • your name;

  • email address;

  • phone number;

  • postal address or project address;

  • site location or postcode;

  • details of your enquiry;

  • approximate project size;

  • intended use of the building or product;

  • budget range;

  • photographs, drawings, sketches or reference images you send us;

  • access, site and service information;

  • delivery or collection details;

  • order details;

  • payment and invoice information;

  • messages, emails and correspondence with us.

Information relating to cabin, furniture and CNC projects

For cabin, garden room, sauna, holiday cabin, annexe-style, fitted furniture and CNC enquiries, we may collect information about:

  • the site and access;

  • boundary positions;

  • intended use;

  • planning or permitted development considerations;

  • preferred materials, colours, finishes and layout;

  • design requirements;

  • delivery or installation requirements;

  • project photos before, during or after work.

Information relating to purchases

If you buy furniture, signs, portraits, CNC products, ex-display items or other goods from us, we may collect:

  • your name and contact details;

  • delivery or collection details;

  • order details;

  • payment status;

  • invoice details;

  • delivery tracking or courier information where relevant.

If payment is made through a third-party payment provider such as SumUp, your payment will be processed by that provider. We do not normally receive or store your full card details.

Website information

When you use our website, some technical information may be collected automatically, such as:

  • IP address;

  • device type;

  • browser type;

  • pages visited;

  • time spent on the website;

  • approximate location;

  • referral source;

  • cookie preferences.

This may be collected through Squarespace, analytics tools, cookie settings, security features or similar website technologies.

3. How we use your information

We use personal information to:

  • respond to enquiries;

  • prepare estimates and quotations;

  • discuss designs, layouts, specifications and budgets;

  • arrange site visits, workshop visits or viewings;

  • process orders;

  • supply goods and services;

  • deliver or arrange collection of goods;

  • manufacture cabins, furniture, signs, CNC products and fitted interiors;

  • manage payments, invoices and accounts;

  • keep business and tax records;

  • provide customer service;

  • deal with questions, problems, complaints or warranty issues;

  • improve our website and services;

  • protect our business, website, customers and property;

  • comply with legal, tax, accounting and regulatory obligations.

We may also use project photographs for our portfolio, website, social media or marketing, but we will avoid publishing private personal information such as your full address. If you do not want photographs of your project used, please tell us in writing.

4. Lawful bases for using your information

We only use personal information where we have a lawful basis to do so.

The lawful bases we may rely on include:

Contract

We use your information where it is necessary to respond to an enquiry, prepare a quote, manage an order, deliver goods, carry out work or provide services.

Legal obligation

We may use and keep information where required for tax, accounting, VAT, company records, consumer law, health and safety, insurance or other legal obligations.

Legitimate interests

We may use information where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include managing enquiries, keeping project records, improving our website, protecting the business, handling disputes, and maintaining customer relationships.

Consent

We may rely on consent where you have actively agreed to something, such as optional marketing emails or non-essential cookies. You can withdraw consent at any time.

5. Marketing

We will not sell your personal information.

We may contact existing customers or enquirers about related goods or services where this is allowed by law and where we believe it is relevant.

You can ask us to stop sending marketing messages at any time by contacting enquiries@malvernhillscabins.co.uk.

We will not add you to a general email marketing list unless you have agreed or unless another lawful basis applies.

6. Who we share information with

We may share your information where necessary with:

  • website hosting and website service providers, including Squarespace;

  • email and IT service providers;

  • payment providers, such as SumUp;

  • accountants, bookkeepers and tax advisers;

  • professional advisers, insurers or legal advisers;

  • couriers, delivery companies, transport providers or lifting contractors;

  • suppliers where needed to fulfil your order;

  • subcontractors or trades working on your project;

  • planning consultants, engineers or other professional consultants where agreed;

  • HMRC or other authorities where legally required.

We only share information where necessary and appropriate.

7. International transfers

Some of the services we use, such as website hosting, email, payment processing or analytics services, may process data outside the United Kingdom.

Where this happens, we expect those providers to use appropriate safeguards required by data protection law.

8. How long we keep information

We only keep personal information for as long as necessary.

Typical retention periods may include:

  • general enquiries that do not become projects: up to 24 months;

  • quotations and project correspondence: up to 6 years;

  • customer order records and invoices: normally 6 years for accounting and tax purposes;

  • cabin project records, specifications, drawings and warranty-related information: up to 10 years where needed for project history, warranty, insurance, legal or safety reasons;

  • marketing consent records: until consent is withdrawn or the information is no longer needed;

  • website analytics data: according to the settings of the relevant website or analytics provider.

We may keep information for longer if required for legal claims, insurance, tax, regulatory or dispute reasons.

9. How we protect your information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

This may include using secure website systems, password-protected accounts, reputable service providers, limited access to records and appropriate business procedures.

No website, email system or online service can be guaranteed to be completely secure, but we take reasonable care to protect the information we hold.

10. Your rights

Depending on the circumstances, you may have the right to:

  • ask for a copy of the personal information we hold about you;

  • ask us to correct inaccurate information;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to certain uses of your information;

  • ask for your information to be transferred to another provider;

  • withdraw consent where we rely on consent;

  • complain to the Information Commissioner’s Office.

To make a request, contact:

enquiries@malvernhillscabins.co.uk

We may need to confirm your identity before dealing with your request.

11. Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office:

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

12. Cookies and similar technologies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device when you visit a website. They can help the website work properly, remember settings, improve performance, measure visitor behaviour or support security and analytics.

13. Types of cookies we may use

Essential cookies

These are needed for the website to function properly. They may support security, page loading, contact forms, cookie preferences, navigation or basic website operation.

Essential cookies do not usually require consent.

Analytics or performance cookies

These help us understand how people use the website, such as which pages are visited, how long people stay, and how visitors found the site.

We use this information to improve the website and understand which parts of the site are useful.

Where required, analytics cookies should only be used with your consent.

Functionality cookies

These may remember preferences, settings or choices you have made on the website.

Third-party cookies

Some cookies or similar technologies may be set by third-party services used on or linked from our website. This may include services such as Squarespace, SumUp, Google, embedded maps, analytics tools, video platforms, social media platforms or other external services.

If you click a link to an external website, such as a SumUp shop or social media page, that website will have its own privacy and cookie policy.

14. Managing cookies

You can manage cookies in several ways:

  • through the cookie banner or cookie settings on our website, where available;

  • by changing your browser settings;

  • by deleting cookies already stored on your device;

  • by blocking some or all cookies.

Blocking essential cookies may affect how the website works.

15. Links to other websites

Our website may contain links to other websites, including payment providers, social media pages, supplier websites or external services.

We are not responsible for the privacy practices, content or security of external websites. You should read their privacy policies before submitting personal information to them.

16. Children’s data

Our website and services are not aimed at children.

We do not knowingly collect personal information from children for marketing purposes.

17. Changes to this policy

We may update this Privacy & Cookie Policy from time to time.

The latest version will be published on our website with the updated date shown at the top.

18. Contact us

For questions about this Privacy & Cookie Policy or how we use personal information, contact:

Malvern Hills Cabins Ltd
Email: enquiries@malvernhillscabins.co.uk