Privacy Policy

Oxford Wood Co is committed to protecting the personal information of our customers, website visitors, employees, and business contacts. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information, and how you can exercise your privacy rights. This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian anti-spam legislation (CASL).

​

1. Scope and Application

This policy applies to personal information collected by Oxford Wood Co through our website, in the course of sales and service transactions, through customer support interactions, and through other business dealings. It does not apply to information collected by third-party websites linked from our site, which are governed by their own privacy policies.

​

2. Accountability — Our Privacy Officer

In accordance with PIPEDA's accountability principle, Oxford Wood Co has designated an individual accountable for our compliance with this policy and with applicable privacy law:

• Privacy Officer: Human Resources Manager

• Email: hr@oxfordwoodco.com

• Website: www.oxfordwoodco.com

• Phone: 519-468-3400

• Mailing Address: 285711 Airport Road, Norwich ON, N0J 1P0

Questions, concerns, or complaints about our handling of personal information should be directed to the Privacy Officer using the contact details above.

​

3. What Personal Information We Collect

Depending on your interactions with us, we may collect:

• Contact information: name, mailing address, email address, telephone number.

• Transaction and account information: purchase history, product ownership, order and delivery details.

• Credit and financial information: collected when processing a credit application or payment (never sold, and shared with suppliers only with your consent).

• Website and technical information: IP address, browser/device type, and pages visited, collected via cookies and analytics tools including Google Analytics.

• Employment-related information, where you apply for or hold a position with us (handled separately under our HR policies).

We do not knowingly collect personal information from children, and this website is not directed at individuals under the age of 18.

​

4. How We Collect Personal Information

We collect personal information directly from you (for example, when you request a quote, place an order, register a product warranty, or contact us), and in some cases from affiliates, suppliers, or other parties involved in a transaction with you.

5. Purposes for Collecting, Using, and Disclosing Personal Information

We identify the purpose for collecting personal information at or before the time it is collected. Personal information is collected, used, and disclosed for the following purposes:

• Order processing and product delivery: to fulfill the products or services you request.

• Support and service: to identify product ownership or entitlement to service, and to send warranty information, product improvement notices, safety bulletins, and recall notices.

• Credit and account management: to service and collect on accounts; to establish and develop our business relationship with you; to assess eligibility for special offers and discounts; and to monitor purchasing history for account management purposes.

• Legal and regulatory compliance: to meet our obligations under applicable law, including occupational health and safety, tax, and consumer protection legislation.

• Marketing and communications: to send you information about products, services, and promotions, including on behalf of manufacturers and suppliers, where you have consented. We will never share your sensitive financial information with third parties for marketing purposes without your express consent.

We do not collect, use, or disclose personal information for purposes other than those identified above without first obtaining your consent, unless otherwise permitted or required by law.

​

6. Consent

Your knowledge and consent are required for the collection, use, or disclosure of personal information, except where PIPEDA permits collection, use, or disclosure without consent (for example, in an emergency, or where required by law or legal process).

Consent may be express (for example, when you sign a form or opt in to marketing communications) or implied by your conduct (for example, providing your address to arrange delivery of an order). You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting our Privacy Officer. Withdrawing consent may limit our ability to provide certain products or services.

You may unsubscribe from marketing communications at any time using the unsubscribe link in any email.

​

7. Limiting Collection, Use, Disclosure, and Retention

We limit the collection of personal information to what is necessary for the purposes identified above. We do not use or disclose personal information for purposes other than those for which it was collected, except with your consent or as required by law.

We retain personal information only as long as necessary to fulfill the purposes identified in this policy or as required by law. (e.g., customer transaction records retained for 7 years after last activity; credit application records retained for 7 years). When personal information is no longer required, we destroy, erase, or anonymize it using secure methods.

​

8. Accuracy

We make reasonable efforts to keep personal information as accurate, complete, and up to date as necessary for the purposes for which it is used. You may request that we correct or update your information by contacting our Privacy Officer.

​

9. Safeguards

We protect personal information with security safeguards appropriate to its sensitivity, including physical, organizational, and technological measures. (e.g., restricted employee access, encrypted storage, secure handling of credit application and account information).

In the event of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm to an individual, we will notify affected individuals and report the breach to the Office of the Privacy Commissioner of Canada, in accordance with PIPEDA's mandatory breach reporting requirements. We will also maintain records of all breaches of security safeguards, regardless of risk level, for the period required by law.

​

10. Cookies and Website Analytics

Our website may use cookies and similar tracking technologies to operate the site, remember your preferences, and understand how visitors use our website through analytics tools such as Google Analytics. You can control or disable cookies through your browser settings; disabling cookies may affect the functionality of parts of the site. Where required by law, we will present a cookie consent notice on your first visit to the site.

​

11. Third-Party Service Providers and Disclosure

We may share personal information with third-party service providers who perform services on our behalf, such as payment processing, shipping, IT hosting, or marketing platforms. These providers are contractually required to protect personal information and to use it only for the purposes we specify. (e.g Ad Networks, AI platforms, Cloud Computing Services, Communication & Collaboration Tools, Sales & Marketing Tool, Social Networks)

We do not sell personal information to third parties. Where personal information is transferred outside of Canada for processing (for example, to a cloud service provider), it may become subject to the laws of that jurisdiction, including lawful access requests by foreign authorities.

​

12. Your Rights and How to Access Your Information

Subject to limited exceptions permitted or required by law, you have the right to:

• Be informed of the existence, use, and disclosure of your personal information;

• Access your personal information held by us;

• Request correction of inaccurate or incomplete personal information;

• Withdraw consent to our collection, use, or disclosure of your personal information, subject to legal and contractual limitations;

• Challenge our compliance with this policy and applicable privacy law.

To exercise any of these rights, contact our Privacy Officer using the details in Section 2. We will respond to your request within the timelines required by PIPEDA, and may require verification of your identity before providing access to personal information.

​

13. Complaints and Challenging Compliance

If you have a concern about how we have handled your personal information, please contact our Privacy Officer first so we can investigate and address it directly. If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada:

• Website: www.priv.gc.ca  

• Phone: 1-800-282-1376

• Mail: 30 Victoria Street, Gatineau, Quebec K1A 1H3

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The “Last Reviewed” date at the top of this document indicates when it was most recently updated. Material changes will be posted on this page.

15. Contact Us

For any questions about this Privacy Policy or our privacy practices, please contact:

• Human Resources Manager, Privacy Officer

• Email: hr@oxfordwoodco.com

• Website: www.oxfordwoodco.com

• Phone: 519-468-3400

• Mailing Address: 285711 Airport Road, Norwich ON, N0J 1P0