Legal & Information

Privacy Notice

This notice explains how SystemXL Ltd collects, uses, shares, retains and protects personal information when you visit this website, contact Redwood Kitchens or work with us on a project.

Who is responsible for your information?

SystemXL Ltd is the data controller for personal information collected and used by Redwood Kitchens. This means SystemXL Ltd decides why and how that information is processed. Privacy enquiries and requests are handled centrally through privacy@systemxl.co.uk.

Information we collect

Enquiries and website forms. We may collect your name, contact details, postcode or address, project interests, preferred styles, likely timing and any information you choose to include in your message. If you request a printed brochure, we also need the delivery address.

Project information. If we discuss or undertake a project, we may collect room measurements, plans, drawings, photographs, design and product preferences, budgets, quotations, order information, schedules, variations, completion records, warranty information and project communications.

Household and access information. Where reasonably necessary for safe project delivery, we may record access arrangements, parking information, household routines relevant to the work, pets, mobility or access needs and site-safety considerations.

Website information. Subject to your cookie choices, we may receive device, browser, approximate location, referring-page and website-use information through Google Analytics and similar website technologies. Please see our Cookie Notice.

How we receive information

We normally receive information directly from you when you use a form, call, email, send a message, request a brochure, arrange a visit, attend a meeting or provide information during a project. We may also receive project-related information from a joint client, supplier, subcontractor, delivery company, professional adviser or other person involved in the work.

Why we use information

We use personal information to respond to enquiries, arrange Discovery Visits, understand requirements, prepare designs and prices, deliver projects, coordinate suppliers and specialist trades, manage payments, maintain records, provide aftercare and warranty support, handle complaints, meet legal obligations and improve our service.

Our lawful bases

Steps before and performance of a contract. We use information where it is needed to discuss, price, prepare, enter into or perform a project agreement.

Legitimate interests. We may use information where reasonably necessary to respond to enquiries, keep appropriate business and project records, protect the business, improve our service and support customers, provided those interests do not override your rights.

Legal obligations. We retain and use information where required for company, tax, accounting, consumer, insurance, regulatory and data-protection purposes.

Consent. We may rely on consent for optional marketing, recording a discussion in circumstances where consent is appropriate, or using identifiable project photographs for promotion. Consent can be withdrawn at any time.

Who we may share information with

Where reasonably necessary, we may share relevant information with furniture, appliance, worktop, flooring and other product suppliers; delivery companies; electricians, plumbers and other specialist trades; accountants, insurers and professional advisers; website, email, cloud, analytics, payment, transcription and software providers; and public authorities where legally required. We aim to share only what is needed for the relevant purpose. We do not sell customer or project information.

AI-assisted tools and transcription

We may use selected AI-assisted and transcription tools to support meeting notes, summaries, drafting, document preparation and administrative review. These tools support rather than replace human judgement. Material project, contractual, commercial, warranty and complaint decisions remain subject to human review. We aim to minimise, redact or summarise personal and security-sensitive information where the full detail is not needed.

International processing

Some technology and service providers may process information outside the United Kingdom. Where this occurs, we use providers and arrangements intended to provide an appropriate level of protection, such as adequacy regulations, recognised contractual safeguards or other lawful transfer mechanisms where applicable.

How long we keep information

We retain information only for as long as reasonably necessary for the purpose for which it was collected and for relevant contractual, warranty, legal, accounting, insurance, complaint and project-record requirements.

General and website enquiries are normally retained for up to two years. Project records may be retained for longer where they remain relevant to the long life of an installed kitchen, aftercare, warranty interpretation, product identification, insurance, legal claims or project reconstruction. Access codes and similarly security-sensitive information are retained only while operationally necessary unless a legal record requires otherwise.

Marketing, reviews and project photography

We may contact you about your enquiry or project and may request a review after completion. We will obtain separate permission before using identifiable project photographs for case studies, social media or other promotional purposes where permission is required. You can ask us to stop direct marketing at any time.

Your rights

Depending on the circumstances, you may have rights to be informed, access your information, correct inaccurate information, request deletion, restrict processing, receive certain information in a portable form, object to processing and withdraw consent. These rights are not always absolute, and we may need to retain information where a lawful reason applies.

Website forms

Information submitted through a Redwood Kitchens form is used to respond to the request, discuss the project or provide the item requested. Each form should provide a short link to this notice at the point information is collected.

Security

We use reasonable technical, organisational and practical measures appropriate to the nature of the information and our business. No system can guarantee absolute security, but we aim to limit access, use suitable account controls and reduce unnecessary exposure.

Contact and complaints

For privacy questions or requests, email privacy@systemxl.co.uk, telephone 0118 384 2006 or write to the registered office above.

If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the matter. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

Last updated: August 2026