Introduction
This Privacy Policy explains how OTS Ply ("OTS Ply", "we", "us", or "our") collects, uses, shares, and protects your personal information when you visit our website, create an account, or place an order for plywood and wood-based building materials. OTS Ply is an online store operated by [company legal name]. By using our website and services, you agree to the practices described in this policy. If you do not agree, please do not use the site.
You do not need to create an account to browse our store, submit our contact form, or place an order as a guest. Creating an account simply makes some additional features available to you.
If you have any questions about this policy or your personal information, please contact us using the details in the "Contact Us" section below.
Information We Collect
We collect the following categories of information.
Account information. When you create an account or update your profile, we collect your name, email address, phone number, password (which we store only in hashed form, never in plain text), and optionally your date of birth and a profile picture (avatar) that you upload. If you sign in using "Sign in with Google", we receive your Google account ID, name, email address, and profile picture from Google.
Profile address information. In your account profile you may save a postal address (entered as free text), along with your country, city, and postal code.
Order and checkout information. When you place an order, we collect the items you purchase, their quantities and prices, your order total, the payment method, and the payment status. Payment is taken by card through our payment processor, Stripe (see "Payment Processing" below). We store a payment reference identifier for each transaction so we can match payments and process refunds. You can place an order as a guest without creating an account.
Shipping and recipient information. For each order, we collect the recipient's shipping details: name, company (if provided), address lines, city, state or province, postal code, country, phone number, and email address. These details are used to fulfil and deliver your order.
Cart and wishlist. We keep track of the items in your shopping cart so you can complete your purchase. Your wishlist (saved or favorite items) is kept only temporarily in your browsing session and is not stored in our database.
Contact and support messages. If you submit our contact form, we collect your name, phone number, email address, an optional subject, and your message. You do not need an account to contact us.
Returns, cancellations, and refunds. If you request a return, we collect the reason, any note you write, the items and quantities being returned, and any photo you choose to upload of the product. If you cancel an order, we collect the cancellation reason and any note. We also keep records relating to refunds, including amounts and the reference identifiers provided by our payment processor.
Information collected automatically. When you use our website, we automatically record certain technical information in your session, including your IP address and your browser's user-agent (information about your browser and device). We also use cookies as described in the "Cookies and Tracking" section below.
How We Use Your Information
We use your information to:
- Create and manage your account, and verify your identity when you log in (including through "Sign in with Google").
- Process and fulfil your orders, take payment, and arrange shipping and delivery.
- Communicate with you about your account, orders, shipments, cancellations, returns, and refunds, including sending transactional emails such as a welcome email, order confirmation, shipping notification with tracking, and refund notification.
- Respond to your contact and support messages.
- Handle returns, order cancellations, and refunds.
- Maintain the security of our website and accounts, including resetting passwords and helping to prevent fraud and abuse.
- Keep records and comply with our legal, accounting, and tax obligations.
Payment Processing
Card payments are processed by Stripe, our third-party payment processor. When you pay, your card details are entered and handled directly on Stripe's secure checkout, which is hosted by Stripe. We do not collect, see, or store your full card details (such as your card number, expiry date, or security code) on our own systems, and we do not save your card for future use.
To process your payment, we share your email address, the order line items (product names, amounts, quantities, and currency), and an internal order reference with Stripe. We store only the Stripe transaction reference and, where applicable, refund reference identifiers, so that we can match payments and process refunds. Stripe's handling of your information is governed by Stripe's own privacy policy.
Shipping and Fulfillment
To deliver your orders, we use a third-party shipping and logistics provider to generate shipping labels and provide tracking, for both outbound deliveries and returns. To do this, we share the recipient's shipping details, including name, company (if provided), address, phone number, and email address, together with parcel and item information such as the product description, quantity, and declared value. Our provider supplies us with tracking numbers, tracking links, and shipping labels, and the carrier handling your parcel receives the information needed to deliver it.
How We Share Your Information
We do not sell your personal information. We share your information only as needed to operate our store and provide our services, including with the following types of third parties:
- Payment processor (Stripe) - to process card payments and refunds, as described in "Payment Processing".
- Shipping and logistics provider and carriers - to arrange shipping, generate labels, and provide tracking, as described in "Shipping and Fulfillment".
- Google - if you choose "Sign in with Google", Google provides us with your Google account ID, name, email address, and profile picture for the purpose of logging you in.
- Email provider - we use an email service to send you transactional emails (such as welcome, order, shipping, cancellation, return, and refund messages). To do this, we share your name, email address, and the relevant order or shipment details with that service.
We may also disclose your information where required by law, to enforce our terms, or to protect the rights, property, or safety of OTS Ply, our customers, or others.
Our website also loads certain resources (such as fonts and common scripts) from third-party content delivery networks. When your browser loads these resources, your IP address and browser information may be visible to those providers.
Cookies and Tracking
We use cookies that are necessary for our website to function. These include a session cookie that keeps you logged in and remembers your shopping cart, and a security cookie used to help protect against cross-site request forgery. If you choose to stay signed in, a "remember me" cookie may be set. Sessions expire after a period of time.
We do not use third-party advertising, analytics, or marketing tracking cookies (such as Google Analytics, Google Tag Manager, or advertising pixels). You can control or block cookies through your browser settings, but please note that blocking essential cookies may prevent parts of the site, such as logging in and checkout, from working properly.
Data Retention
We keep your personal information for as long as your account is active and as long as needed to provide our services to you. We retain order, payment, shipping, return, cancellation, and refund records for as long as necessary to fulfil orders, handle returns and refunds, and meet our legal, accounting, and tax obligations. Contact and support messages are kept so that we can respond to and follow up on your enquiry. When information is no longer needed, we will delete or anonymise it. [Specify retention periods if required by your governing jurisdiction.]
Data Security
We take reasonable measures to protect your personal information. Account passwords are stored only in hashed form and are never stored in plain text. Card payments are handled on our payment processor's secure hosted checkout, so your full card details never reach our systems. We also use security controls such as session protection and cross-site request forgery protection. However, no method of transmission or storage over the internet is completely secure, and we cannot guarantee absolute security.
Your Rights and Choices
Depending on where you live, you may have rights regarding your personal information, including the right to:
- Access the personal information we hold about you.
- Correct or update inaccurate or incomplete information. You can update much of your account information (such as your name, phone number, address, date of birth, and profile picture) directly in your account profile at any time.
- Request deletion of your personal information, subject to records we are required to keep for legal or accounting reasons.
- Opt out of any non-essential marketing communications. Please note that we will still send you transactional messages relating to your account, orders, and returns.
To exercise any of these rights, please contact us using the details in the "Contact Us" section. We may need to verify your identity before acting on your request.
Returns and Refunds Data
When you request a return for an eligible order, we collect and process the items and quantities you wish to return, your reason for the return, any note you provide, and any photo of the product that you upload. When you cancel an order, we collect your cancellation reason and any note. We use this information to review and process your return, cancellation, or refund, to communicate with you about its status, and to keep records of the outcome. Refunds are processed through our payment processor, Stripe, and we store the related refund reference identifiers and amounts. For full details, please see our Return and Refund Policy.
Children's Privacy
Our website and services are intended for adults and are not directed at children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.
International Users and Data Transfers
We are based in [governing jurisdiction], and our service providers (including our payment processor, our shipping provider, and Google) may process and store your information in countries other than your own. By using our services, you understand that your information may be transferred to and processed in countries that may have data protection laws different from those in your country of residence. We take steps to ensure your information is handled in line with this policy wherever it is processed.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the "Last updated" date at the top of this policy. We encourage you to review this page periodically. Your continued use of our services after changes take effect means you accept the updated policy.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:
OTS Ply
